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11-13-2023 City Council Agenda Packet
CITY OF FAIRHOPE CITY COUNCIL REGULAR AGENDA Monday, November 13, 2023 -6:00 PM City Council Chamber Invocation and Pledge of Allegiance Council Members Jack Burrell Corey Martin Jimmy Conyers Jay Robinson Kevin G. Boone 1. Election of New Council President and Council President Pro-Tempore . 2 . Approve minutes of October 23 , 2023 Regular City Council Meeting and minutes of October 23, 2023 Work Session . 3. Report of the Mayor • Recognition of Lorelei "Lori" Lein, General Counsel of the Alabama League of Municipalities Retirement. • Recognition of Edwin "Juju" Lessard, Jr. as the City of Fairhope 2023 Veteran of the Year . 4 . Public Participation -Agenda Items -(3 minutes maximum) 5. Council Comments 6 . Donation -Katie Bolton , Owner, Pro-Cycle and Tri would like to donate two (2) bike racks to the Fairhope Soccer Complex in the amount of $500 .00 . 7 . Request -Allison Marlow , Girl Scout Troop 8017 requests permission to sell cookies downtown across from the Fairhope Public Library beginning January 10, 2024 -March 25, 2024. 8. Application for Beer/Wine Off Premises License by Ravidu Roshan Halawaththage, (d/b/a FRC General Trading LLC), 17026 State Highway 181 , Fairhope, AL 36532 . 9. Appointment -Fairhope Public Schools Commission 10 . Appointment -Parking Authority 11 . Final Adoption -Ordinance -Amend Zoning Ordinance No. 1253 and Ordinance No . 1736 Hill Top PUD. Request of Jade Consulting, LLC , acting on behalf of the owner , Two Hands Design and Development LLC , amend Lot 29 front setback from 100' to 30'. The property is approximately 1.14 acres and is located on the west side of Section Street and south of Petiole Dr . PPIN #389630 . (Introduced at the City Council Meeting on October 23 , 2023 .) 001 City Council Regular Meeting November 13, 2023 Page -2 - 12 . Final Adoption -Ordinance -An Ordinance amending Ordinance No . 1253 . Request of Ryan Baker, Walcott Adams Verneuille Architects , acting on behalf of the owner, Phillip Goodwyn, to rezone property from B-4, Business and Professional District to B3a , Tourist Resort Lodging District. The property is approximately 0.15 acres and is located at 491/493 Pine Avenue . PPIN #14838 . (Introduced at the City Council Meeting on October 23 , 2023 .) 13 . Resolution -That the City Council approves the procurement of the NEOGOV Human Resources Management Suite for a cost of $13 ,668 .50 ; and request to transfer budget from 001100-50300 to 001170-50300 to fund most of this procurement. 14 . Resolution -That the City Council authorizes and approves the hiring of the new Purchasing Agent to allow the current Purchasing Agent (Pay Grade 8), who is retiring at the end of December 2023 , to work with and train the new employee prior to his leaving . This will be beneficial to the City as well as the new hire. The temporary position will expire upon retirement of the current Purchasing Agent. 15. Resolution -That the City Council approves the selection of Gresham Smith for Professional Engineering Services for (RFQ PS24-009) Section Street Resurfacing in the Central Business District (CBD); and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. 16 . Resolution -That the City Council approves the selection of Watershed for Professional Architecture and Engineering Services for (RFQ PS24-008) Professional Architecture and Engineering Services for the Nature Center Building Rehabilitation; and authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. 17 . Resolution -That the City Council rejects all bids for (Bid No. 2023WWF-038) City of Fairhope Working Waterfront and Greenspace Project ; and authorizes Mayor Sherry Sullivan to negotiate a contract with Rolin Construction , Inc . pursuant to the Code of Alabama 1975, Section 39-2-6(b). 18 . Resolution -That the City Council approves the selection by the Evaluation Team and Daryl Morefield for Professional Engineering Services for (RFQ PS23-027) Force Sewer Main Upgrades to Kimley-Horn and Associates ; and authorizes Mayor Sherry Sullivan to negotiate the fee schedule for the contract. 19 . Resolution -That the City of Fairhope awards (RFQ No . PS23-025) Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements to Krebs Engineering and Associates ; and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. 002 City Council Regular Meeting November 13 , 2023 Page -3 - 20 . Resolution -That the City of Fairhope approves the procurement of inventory water meters 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 cost will not-to- exceed $500 ,000 .00 . 21 . Resolution -That the City of Fairhope approves the procurement of materials for County Road 33 Water Main Upgrade for the Water Department to be purchased from Consolidated Pipe and Supply Company , Inc . as Sole Source Provider in the State of Alabama for Neptune Technology Group , Inc ; and are exempt from formal bid pursuant to Code of Alabama 1975 , Section 41 -16-51(b)(7). The total cost not- to-exceed $63 ,704 .00 . 22 . Resolution -That the Mayor and City Treasurer are hereby authorized and directed to dispose of the personal property owned by the City of Fairhope, Alabama , described in Section 1, above , by the following method : Sold for scrap or recycle at the highest offered value. 23 . Resolution -That the City Council approves the selection of Kimley -Horn - Engineering Services for Lead Service Line Inventory and Compliance; and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. 24 . Resolution -To award (Bid No . 24-005) US 31 Widening Gas Main Relocation to Equix Energy Services , LLC with a bid proposal not-to -exceed $588 ,947 .75 . 25 . Resolution -That the City of Fairhope has voted to purchase lnsightsoftware Spreadsheet Server (Report Writer Software) 3-year Maintenance Contract from Global Software , LLC d/b/a Insight Software for the Treasury for a total amount of $21 ,075 .35 ($6 ,367 .18 Year 1) pursuant to Code of Alabama 1975 , Section 41-16- 51(a)(11); and authorizes Mayor Sherry Sullivan to execute the contract. 26 . Resolution -That the City Council hereby authorizes Mayor Sherry Sullivan to execute the Intergovernmental Agreement establishing the South Alabama Purchasing Association and to participate in its membership . 27 . Resolution -That the City of Fairhope hereby declares its official intent to allocate a portion of the proceeds of the warrants to reimburse the General Fund of the City for expenditures incurred after the date that is no more than sixty (60) days prior to the date of the adoption of this resolution , but prior to the issuance of the warrants , in connection with the acquisition , provision , equipping and construction of the improvements . This resolution is being adopted pursuant to the requirements of the Internal Revenue Code of 1986 , as amended , and Treasury Regulations Section 1.150-2(e) promulgated thereunder . 003 City Council Regular Meeting Novembe r 13 , 2023 Page -4 - 28 . Resolution -That the City Council hereby approves the Uniform Work Pants Allowance mentioned in the resolution but will furnish the required work shirts beginning January 1, 2024 . 29 . Resolution -That the City of Fairhope name the property known as The Triangle the "Flying Creek Nature Preserve". 30 . Resolution -That Mayor Sherry Sullivan is hereby authorized to execute a loan/funding agreement with the Fairhope Airport Authority , a public corporation pursuant to Alabama Code Section 11-63-2. 31. Public Participation -(3 minutes maximum) 32 . Executive Session -To discuss imminent , potential , and pending litigation . 33 . Adjourn Next Regular Meeting -Monday, November 27, 2023 -Same Time Same Place 004 STA TE OF ALABAMA COUNTY OF BALDWIN )( )( The City Council , City of Fairhope , met in regular session at 6:00 p.m ., Fairhope Municipal Complex Council Chamber, 161 North Section Street, Fairhope, Alabama 36532, on Monday, 23 October 2023. Present were Council President Pro Tempore Corey Martin, Councilmembers: Jack Burrell , and Jimmy Conyers , Mayor Sherry Sullivan , City Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks. Council President Jay Robinson and Councilmember Kevin Boone were absent. There being a quorum present, Council President Pro Tempore Martin called the meeting to order. The invocation was given by Reverend Pat Davey of Eastern Shore Presbyterian Church and the Pledge of Allegiance was recited. Councilmember Burrell moved to amend the agenda by removing Agenda Item No. 16 ; and addressing Agenda Items No. 34 through No. 39 before Agenda Item No . 5. Seconded by Councilmember Conyers , motion passed unanimously by voice vote. Councilmember Conyers moved to approve minutes of the 9 October 2023 , regular meeting; and minutes of the 9 October 2023, work session. Seconded by Councilmember Burrell , motion passed unanimously by voice vote. Mayor Sullivan addressed the City Council regarding the following items: I) Coffee with the Mayor on Thursday at 9:00 a.m . at the Recreation Center 2) Witches Ride on Thursday evening with around 750 participants 3) Trick or Treating on Friday morning -Fairhope E lementary School West 4) Downtown Trick or Treating on Saturday from 8:00 a .m . to 12:00 p.m. 5) Linda Higbee Smith , Lynn Miller Tate, and Mary Louise Nelson were Committee members for the 100th Anniversary for Fairhope High School. Ms . Smith mentioned the activities for the weekend of November 3, 2003 to celebrate the anniversary; and the Homecoming Parade. They thanked the City Council for their support . Mayor thanked the ladies for their work. She said there would be a bronze pirate put in the K-1 Center. The following individual spoke during Public Participation for Agenda Item s: I) Brian Britt, 455 Fairhope Avenue, addressed th e City Council regarding Agenda Item No. 7 and said it is a nice addition with a ta steful design . Mr. Britt said he liked th e amount of greenspace too . 005 23 October 2023 Council President Pro Tempore Martin said he was looking forward to Downtown Halloween on Saturday. Councilmember Burrell moved to grant the request of Lindsey Simmons of the Junior Auxiliary of the Eastern Shore is requesting permission for a road closure of Bancroft Street from the intersection of Fairhope Avenue to Oak Avenue on Sunday, December 10 , 2023, from 12:00 p.m. to 5:00 p.m. for the "Jolly Jog" a proposed half-mile fun run for families to raise funds for the organization. Seconded by Councilmember Conyers , motion passed unanimously by voice vote. Councilmember Conyers moved to grant the request of Fairhope East K-6 Parent Teacher Corporation, Fairhope West Parent Teacher Partnership and J. Larry Newton Parent Teacher Organization requesting permission to close streets in downtown Fairhope on Saturday, March 2 , 2024 , from 6:00 a .m . to 10:00 a.m. for the 8th Annual "The Pirate Dash"; and request electricity at the starting/ending point of race on the bluff (Henry George Park), along with barricades at major road intersections to protect runners. Seconded by Councilmember Burrell , motion passed unanimously by voice vote. Councilmember Burrell moved to amend the request of Mary Riser, Executive Director of the Fairhope Film Festival , requesting to hang 6 pole banners from October 27 , 2023 through November 13 , 2023; and to authorize the Mayor to work with the Fairhope Film Festival for a banner to be hung across the street if feasible . Seconded by Councilmember Conyers, motion passed unanimously by voice vote . Councilmember Burrell moved to grant the request of Mary Riser, Executive Director of Fairhope Film Festival requesting use of the Welcome Center on Section Street as our Box Office from Wednesday , November 8, 2023 through Sunday, November 12, 2023 . Times are listed on letter of request; and signage and additional publicity in City notifications from October 1, 2023 through November 12 , 2023 as amended above for pole banners and a banner hung across the street if feasible . Seconded by Councilmember Conyers , motion passed unanimously by voice vote. City Council reviewed an application for a Restaurant Liquor License by Brian Culwell, KA TFU Restaurant Group, LLC , d/b /a Plane and Level, located at 61 N. Section Street, Fairhope , AL 36532 . Councilmember Conyers moved to approve the issuance of the license . Seconded by Councilmember Burrell , motion passed unanimously by voice vote. City Council reviewed an application for a Restaurant Liquor License by Misty Rider, R Bistro , LLC, d/b /a R Bistro , located at 19270 US Scenic Hwy 98 , Fairhope, AL 36532. Councilmember Conyers moved to approve the issuance of the license . Seconded by Councilmember Burrell , motion passed unanimously by voice vote. 006 23 October 2023 City Council reviewed an application for a Special Events License by Kamal Constantine, Southern Buyers Group , LLC , d/b /a Piggly Wiggly Wine Walk, November 8, 2023 , Fairhope Civic Center, 161 N. Section Street , Fairhope, AL 36532. Councilmember Conyers moved to approve the issuance of the license. Seconded by Councilmember Burrell , motion passed unanimously by voice vote. A Public Hearing was held as advertised on a proposed ordinance to amend Zoning Ordinance No . 1253 and Ordinance No . 1736 Hill Top PUD . Councilmember Conyers introduced in writing an ordinance to amend property of Two Hands Design and Development LLC , Lot 29 front setback from 100 ' to 30 '. The property is approximately 1.14 acres and is located on the west side of Section Street and south of Petiole Dr. PPIN #389630 . The Planning Commission gave a favorable recommendation of this ordinance. Planning Director Hunter Simmons read the proposed ordinance and briefly explained the amendments. Council President Pro Tempore Martin opened the Public Hearing at 6 :39 p.m. Trey Jinright with Jade Consulting added guidance for building. No one present opposed the proposed ordinance , the Public Hearing closed at 6:41 p.m. Due to lack of a motion for immediate consideration, this ordinance will layover until the November 13 , 2023 City Council meeting. A Public Hearing was held as advertised on a proposed ordinance to amend Zoning Ordinance No. 1253. Co uncilmember Conyers introduced in writing an ordinance to rezone property of Phillip Goodwyn from B-4 , Business and Professional District to B3a, Tourist Resort Lodging District. The property is approximately 0.15 acre s and is located at 491/493 Pine Avenue. PPIN #14838. The Planning Commission gave a favorable recommendation of this ordinance . The Planning Commission gave a favorable recommendation of this ordinance. Planning Director Hunter Simmons read the proposed ordinance and briefly explained the amendments . Council President Pro Tempore Martin opened the Public Hearing at 6:45 p .m. Ryan Baker and Phillip Goodwyn said these were high-end short-term rentals ; and the home is to be renovated. No one present opposed the proposed ordinance , the Public Hearing closed at 6:47 p .m . Due to lack of a motion for immediate consideration, this ordinance will layover until the November 13 , 2023 City Council meeting. Planning Director Hunter Simmons addressed the City Council to explain the Site Plan Review of property owned by FST R W LLC , for Site Plan Approval of Vatan Mixed Use Dev elopment. The property is approximately 0 .52 acres and is located on northeast comer of Magnolia Avenue and N . Church Street. PPIN #: 15164. 007 23 October 2023 Councilmember Burrell said this is a beautiful project for downtown; and all agreed. Mr. Simmons said they are working around trees for sidewalks. Councilmember Burrell moved to approve the Site Plan of the property owned by FST RW LLC listed above with the conditions. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. Councilmember Burrell moved to approve the request by FST Robert N Graham LLC, and SE Civil, LLC requesting a one-year extension of the Site Plan approval that was granted for the property located on the southeast comer of County Road 48 and US Highway 98. This Site Plan was approved on December 12, 2022. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhope, Alabama enters into an agreement with the State of Alabama, acting by and through the Alabama Department of Transportation relating to a project for Sidewalks along Parker Road from CR-98 to SR-42 (US-98); (Preliminary Engineering Agreement). Seconded by Councilmember Burrell, motion passed unanimously by voice vote. RESOLUTION NO. 4882-23 BE IT RESOLVED , BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE AS FOLLOWS : That the City of Fairhope , Alabama enters into an agreement with the State of Alabama, acting by and through the Alabama Department of Transportation relating to a project for : Sidewalks along Parker Road from CR-98 to SR-42 (US-98); Project# CRPES-0223( ); CPMS Ref# 100076864. (Preliminary Engineering Agreement) Which agreement is before this Council, and that the agreement be executed in the name of the City of Fairhope, by Mayor Sherry Sullivan for and on its behalf and that it be attested by the City Clerk, Lisa A. Hanks, and the official seal of the City be affixed thereto . BE IT FURTHER RESOLVED, that upon the completion of the execution of the agreement by all parties, that a copy of such agreement be kept on file by the City. I, the undersigned qualified and City Clerk of the City of Fairhope, Alabama do hereby certify that the above and foregoing is a true copy of a resolution lawfully passed and adopted by the City Council of the City of Fairhope therein, at a regular meeting of such Council held on the 23rd of October, 2023 , and that such resolution is on file in the City Clerk's Office. ATTEST : Lisa A Hanks, MMC City Clerk Corey Martin Council President Pro Tempore 008 23 October 2023 Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution , a resolution that the City of Fairhope, Alabama enters into an agreement with the State of Alabama, acting by and through the Alabama Department of Transportation relating to a project for Sidewalks along Parker Road from CR-98 to SR-42 (US-98); (Construction Agreement). Seconded by Councilmember Burrell, motion passed unanimously by voice vote. Councilmember Burrell explained this will connect the Multi Modal trail and Eastern Shore Trail; and it is an Eastern Shore MPO project. RESOLUTION NO. 4883-23 BE IT RESOLVED, BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE AS FOLLOWS: That the City of Fairhope, Alabama enters into an agreement with the State of Alabama , acting by and through the Alabama Department of Transportation relating to a project for: Sidewalks along Parker Road from CR-98 to SR-42 (US-98); Project# CRPES-0223( ); CPMS Ref# 100076864. (Construction Agreement) Which agreement is before this Council, and that the agreement be executed in the name of the City of Fairhope, by Mayor Sherry Sullivan for and on its behalf and that it be attested by the City Clerk , Lisa A . Hanks, and the official seal of the City be affixed thereto . BE IT FURTHER RESOLVED , that upon the completion of the execution of the agreement by all parties , that a copy of such agreement be kept on file by the City . I, the undersigned qualified and City Clerk of the City of Fairhope, Alabama do hereby certify that the above and foregoing is a true copy of a resolution lawfully passed and adopted by the City Council of the City of Fairhope therein , at a regular meeting of such Council held on the 23rd of October, 2023, and that such resolution is on file in the City Clerk's Office . ATTEST: Lisa A . Hanks, MMC City Clerk Corey Martin Council President Pro Tempore Councilmember Burrell introduced in writing, and moved for the adoption of the following resolution , a resolution that the City of Fairhope authorizes the submission of a Land and Water Conservation Grant to the Alabama Department of Economic and Community Affairs for Construction of Park Facilities at North Triangle Park; and authorizes Mayor Sherry Sullivan to sign all required grant application documents on behalf of the City. Seconded by Councilmember Conyers , motion passed unanimously by voice vote . 009 23 October 2023 RESOLUTION NO. 4884-23 AUTHORIZING THE SUMBISSION OF A LAND AND WATER CONSERVATION GRANT TO THE ALABAMA DEPARTMENT OF ECONOMIC AND COMMUNITY AFFAIRS FOR CONSTRUCTION OF PARK FACILITIES AT NORTH TRIANGLE PARK WHEREAS , the City of Fairhope proposes to construct park facilities at North Triangle Park to provide for the health and well-being of the general public; and WHEREAS, the City intends to make application to the Alabama Department of Economic and Community Affairs for grant assistance to construct the park improvements from the Land and Water Conservation Fund ; and WHEREAS , the total proposed project cost is estimated to be $1 ,000 ,000 .00 and, the City is applying for Land and Water Conservation Fund assistance in the amount of $500 ,000.00 ; NOW , THEREFORE BE IT RESOLVED , that the City of Fairhope will hold in reserve $500 ,000.00 , or 50 % of the total proposed project costs , in cash matching funds ; and BE IT FURTHER RESOLVED , that in the event a grant is awarded, the City of Fairhope understands that it will sign assurances to comply with all applicable Federal and State laws, rules and regulations and that the property acquired and/or developed with Land and Water Conservation Fund assistance will be maintained for public outdoor recreation in perpetuity as required by Section 6(f)(3) of the Land and Water Conservation Fund Act ofl965 ;and BE IT FURTHER RESOLVED , THAT THE City Council authorizes the Mayor to sign all required grant application documents on behalf of the City. DULY ADOPTED THIS 23RD DAY OF October, 2023 Attest: Lisa A. Hanks , MMC City Clerk Corey Martin Council President Pro Tempore 010 23 October 2023 Councilmember Conyers introduced in writing , and moved for the adoption of the following resolution , a resolution that the City of Fairhope hereby accepts the Gulf Coast RC&D Council's grant award for financial assistance for the Community Pollinator Garden Revitalization on South Mobile Street; and authorizes Mayor Sherry Sullivan to sign all required grant documents on behalf of the City . Seconded by Councilmember Burrell, motion passed unanimously by voice vote. RESOLUTION NO. 4885-23 ACCEPTANCE OF GRANT AWARD FOR FINANCIAL ASSISTANCE FROM THE GULF COAST RC&D COUNCIL FOR THE CITY OFF AIRHOPE COMMUNITY POLLINA TOR GARDEN REVITALIZATION WHEREAS , the City of Fairhope was awarded a grant from the Gulf Coast RC&D Council for the City of Fairhope Community Pollinator Garden Revitalization located on South Mobile Street, Fairhope , Alabama ; and WHEREAS , the total project cost is $8 ,808 .25 , of which the grant amount is $6 ,912.12 ; and the City will be responsible for $1 ,896 .13 supplemented from Horticulture 's budget ; and NOW, THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , That the City of Fairhope hereby accepts the Gulf Coast RC&D Council 's grant award ; and authorizes the Mayor to sign all required grant documents on behalf of the City. DULY ADOPTED THIS 23RD DAY OF OCTOBER, 2023 Attest: Lisa A. Hanks , MMC City Clerk Corey Martin Council President Pro Tempore 011 23 October 2023 Councilmember Burrell introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council authorizes the submission of an FY24 A TRIP-II Grant to ALDOT requesting grant funds to construct dedicated left and right tum lanes on Volanta A venue at U.S. Hwy 98, acceleration/deceleration lanes on U.S. Hwy 98 and signalize the intersection; and authorizes the Mayor to sign all required grant application documents on behalf of the City. Total estimated project cost is $1,682,000.00 with the City's estimated cost of $301,000.00. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 4886-23 AUTHORIZING THE SUBMISSION OF AN FY 2024 ALABAMA TRANSPORTATION REHABILITATION AND IMPROVEMENT PROGRAM-II (ATRIP-11) GRANT APPLICATION WHEREAS, the Alabama Department of Transportation (ALDOT) is accepting applications from municipal governments for Fiscal Year 2024 Alabama Transportation Rehabilitation and Improvement Program-II (A TRJP-II) Grants; and WHEREAS, the City of Fairhope has identified the need to construct dedicated left and right tum lanes on Volanta Avenue at the intersection with Greeno Road (U.S. Highway 98), acceleration/deceleration lanes on US Hwy 98 and signalize the intersection ; and WHEREAS, the total project cost is estimated to be $1,682,000.00, and , if funded , the grant will pay for 100 % of Construction and CE&I Cost at an estimated $1,381,000.00 and the City would cover I 00 % of the Preliminary Engineering, ALDOT PE Review and Utility Relocation Cost at an estimated $301,000.00; resulting in an approximate 78 /22 project cost share; and WHEREAS, if funded, the City will see this project through to completion and will be responsible for providing long-term maintenance of the new facilities . NOW, THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , That by thi s Resolution the City of Fairhope authorizes submission of an FY24 A TRJP-11 Grant to ALDOT requesting grant funds to construct dedicated left and right tum lanes on Volanta A ve nue at the intersection with Greeno Road (U.S . Highway 98), acceleration/deceleration lanes on US Hwy 98 and signalize the intersection . BE IT FURTHER RESOLVED , That the City Council authorizes the Mayor to sign all required grant application document s on behalf of the City. Attest: Lisa HanJcs, MMC City Clerk DULY ADOPTED THIS 23RD DAY OF OCTOBER,2023 Corey Martin Council President Pro Tempore 012 23 October 2023 Councilmember Conyers introduced in writing , and moved for the adoption of the following resolution , a resolution that Mayor Sherry Sullivan is hereby authorized to accept the subgrant from the Alabama Emergency Management Agency from the Hazard Mitigation Grant Program in the amount of $57 ,680 .00 to purchase and install state-of-the-art siren warning systems for mass notification . Seconded by Councilmember Burrell , motion passed unanimously by voice vote . RESOLUTION NO. 4887-23 WHEREAS , the City of Fairhope has identified the need for state-of-the-art siren warning systems for mass notification ; and WHEREAS , the City of Fairhope presented an application to the Alabama Emergency Management Agency ("AEMA ") for subgrant assistance to purchase and install state-of-the-art siren warning systems for mass notification from the Hazard Mitigation Grant Program ("HMGP") funds ; and WHEREAS , the Alabama Emergency Management Agency awarded the City of Fairhope the subgrant from the Hazard Mitigation Grant Program CFDA #97.047 ; HMGP 4503-0031 to purchase and install state-of-the-art siren warning systems for mass notification . The project has been approved for $57 ,680 .00 with a Federal Share of $51 ,912 .00 and the City of Fairhope re sponsible for providing $5 ,768.00 (10 percent of cost). NOW THEREFORE BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE , that Mayor Sherry Sullivan is hereby authorized to accept the subgrant from the Alabama Emergency Management Agency from the Hazard Mitigation Grant Program in the amount of $57 ,680.00 to purchase and install state-of-the-art siren warning systems for mass notification. Attest : Lisa A. Hanks , MM C City Clerk Adopted on this 23rd day of October, 2023 Corey Martin Council President Pro Tempore 013 23 October 2023 Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution , a resolution that Mayor Sherry Sullivan is hereby authorized to execute a Service Agreement between Baldwin County Commission and the City of Fairhope for connectivity to the County Extranet and for Communications and Information Systems (CIS) services at no cost for the initial implementation defined in Exhibit A , but has the option to implement additional services in the future based on the CIS Rate Schedule. Seconded by Councilmember Burrell , motion passed unanimously by voice vote. RESOLUTION NO. 4888-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a Service Agreement between Baldwin County Commission and the City of Fairhope for connectivity to the County Extranet and for Communications and Information Systems (CIS) services at no cost for the initial implementation defined in Exhibit A , but the City has the option to implement additional services in the future based on the CIS Rate Schedule. DULY ADOPTED THIS 23RD DAY OF OCTOBER, 2023 Attest: Lisa A. Harucs , MMC City Clerk Corey Martin Council President Pro Tempore Councilmember Burrell introduced in writing , and moved for the adoption of the following resolution , a resolution that the City Council approves a contract extension for (RFQ No . PS015-22) Natural Gas Engineering Consulting Services with Magnolia River Services , Inc. for Cast Iron Pipe Replacement Phases 1-6 with a not-to-exceed amount of $500 ,000 .00; and authorizes Mayor Sherry Sullivan to execute contract amendment. Seconded by Councilmember Conyers , motion passed unanimously by voice vote. 014 23 October 2023 RESOLUTION NO. 4889-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [l] That the City Council approves a contract extension for (RFQ o . PSO I 5-22) Natural Gas Engineering Consulting Services with Magnolia River Services , Inc. for Cast Iron Pipe Replacement Phases 1-6 with a not-to-exceed amount of $500,000.00 ; and authorizes Mayor Sherry Sullivan to execute contract amendment. [2] This will increase the original amount of contract from $500,000.00 to one million dollars $1,000,000 .00. ADOPTED ON THIS 23RD DAY OF OCTOBER, 2023 Attest: Lisa A. Hanks , MMC City Clerk Corey Martin Council President Pro Tempore Councilmember Burrell 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 (RFQ PS24-005) to O'Donnell & Associates , Inc . for Professional Hydrogeologic Services for Development of a Fourth Shallow Well at Fairhope Wellfield #3; and hereby authorizes the Mayor to execute a Contract with a not-to-exceed amount of $17,000 .00. Seconded by Councilmember Conyers, motion passed unanimously by voice vote . * * 015 23 October 2023 RESOLUTION NO. 4890-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council approves the selection by Mayor Sherry Sullivan for (RFQ PS24-005) to O'Donnell & Associates , Inc . for Professional Hydrogeologic Services for Development of a Fourth Shallow Well at Fairhope Wellfield #3 ; and hereby authorizes the Mayor to execute a Contract with a not-to-exceed amount of $17 ,000 .00 . DULY ADOPTED THIS 23RD DAY OF OCTOBER, 2023 Attest: Lisa A. Hanks , MMC City Clerk Corey Martin Council President Pro Tempore Councilmember Burrell introduced in writing, and moved for the adoption of the following resolution , a resolution that the City Council approves the selection by Mayor Sherry Sullivan for Professional Architecture and Engineering Services for (RFQ PS24-004) Fairhope Municipal Pool Rehabilitation to Watermark Design; and allow Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 4891-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council approves the selection by Mayor Sherry Sullivan for Professional Architecture and Engineering Services for (RFQ PS24-004) Fairhope Municipal Pool Rehabilitation to Watermark Design ; and allow Mayor Sullivan to negotiate the not-to- exceed fee to be approved by Council. DULY ADOPTED THIS 23RD DAY OF OCTOBER, 2023 Attest: Lisa A. Hanks, MMC City Clerk Corey Martin Council President Pro Tempore 016 23 October 2023 Councilmember Burrell introduced in writing , and moved for the adoption of the following resolution , a resolution that the City of Fairhope approves the selection of Overstreet & Associates Consulting Engineering for Professional Engineering Services for (RFQ PS24-006) for New Sidewalks on Parker Road ; and hereby authorizes Mayor Sherry Sulli van to negotiate the not-to-exceed fee to be approved by Council. Seconded by Councilmember Conyers , motion passed unanimously by voice vote . RESOLUTION NO. 4892-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [ 1] That the City of Fairhope approves the selection of Overstreet & Associates Consulting Engineering for Professional Engineering Services for (RFQ PS24-006) for New Sidewalks on Parker Road ; and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 23RD DAY OF OCTOBER, 2023 Attest: Lisa A . Hanks , MMC City Clerk Corey Martin Council President Pro Tempore Councilmember Burrell introduced in writing , and moved for the adoption of the following resolution , a resolution to award (Bid No. 23-037) to General Maintenance Contractors of East A labama, Inc. d/b/a GMC Underground for Cast Iron Pipe Replacement -Phase 1 with a bid proposal not-to-exceed $1 ,321 ,215 .67 . Seconded by Councilmember Conyers , motion passed unanimously by voice vote . Gas Superintendent We Boyett told the City Council this is $1.2 million under budget. 017 23 October 2023 RESOLUTION NO. 4893-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope did request , receive , and open bids to procure services for (Bid No . 23-037) Cast Iron Pipe Replacement -Phase I at 555 South Section Street in the City of Fairhope offices , Fairhope, Alabama . [2] At the appointed time and place , bids were received and tabulated as follows: Equix Energy Services , LLC GMC Underground Total Base Bid $1 ,918,539.00 $1 ,321,215 .67 [3] After evaluating the bids with the required specifications , General Maintenance Contractors of East Alabama, Inc. d/b/a GMC Underground is now awarded (Bid o. 23-037) Cast Iron Pipe Replacement -Phase I with a bid proposal not-to-exceed $1 ,321 ,215 .67 . DULY ADOPTED THIS 23RD DAY OF OCTOBER, 2023 Attest: Lisa A. Hanks , MMC City Clerk Corey Martin Council President Pro Tempore Councilmember Conyers introduced in writing , and moved for the adoption of the following resolution , a resolution to award (Bid No. 24-001) to Equix Energy Services, LLC for Cowpen Creek Boring with a total bid proposal not-to-exceed $56 ,738 .00 . Seconded by Councilmember Burrell , motion passed unanimously by voice vote. 018 23 October 2023 RESOLUTION NO. 4894-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , as follows: [I] That the City of Fairhope did request , receive , and open bids to procure services for (Bid No . 24-001) Cowpen Creek Boring at 555 South Section Street in the City of Fairhope offices , Fairhope , Alabama . [2] At the appointed time and place , bids were received and tabulated as follows: Equix Energy Services, LLC GMC Underground UnderGround, Inc. $56 ,738.00 $73 ,200.00 $67,700.00 [3] After evaluating the bids with the required specifications , Equix Energy Services , LLC is now awarded (Bid No . 24-001) Cowpen Creek Boring with a bid proposal not-to-exceed $56 ,738.00 . DULY ADOPTED THIS 23RD DAY OF OCTOBER, 2023 Attest: Lisa A. Hanks, MMC City Clerk Corey Martin Council President Pro Tempore 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 one (1) New Pumper Fire Truck for the Fairhope Volunteer Fire Department. The total cost not-to-exceed $860 ,000.00 . Seconded by Councilmember Burrell , motion passed unanimously by voice vote. Councilmember Burrell said we need to negotiate gold and blue instead of white and blue . 019 23 October 2023 RESOLUTION NO. 4895-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , as follows : [l] That the City of Fairhope approves the procurement of one (1) New Pumper Fire Truck, (E-ONE PT AL-TYPN Low Hosebed Pumper on a Typhoon Chassis) for the Fairhope Volunteer Fire Department. The total cost not-to-exceed $860 ,000.00. [2] This fire truck is available for direct procurement through H-GAC Cooperative Purchasing Schedu le , Contract No. FS 12-19 JA06 , and therefore does not have to be let out for bid . [3] The budgeted cost for the fire truck is $775 ,000 plus $85 ,000 in loose equipment for necessary outfitting of the truck . Due to build times , we budgeted one-third of the truck cost for FY24 ($258 ,334) along with the cost for loose equipment of ($85,000 .00). Subsequent budgets for FY25 & FY26 will include ($258,234) each year to account for the remaining two-thirds of the truck cost , which should coincide with actual delivery of the fire truck . ADOPTED ON THIS 23RD DAY OF OCTOBER, 2023 Attest: Lisa A. Hanks , MMC City Clerk Corey Martin Council President Pro Tempore Councilmember Burrell introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhope has voted to procure Tyler Technologies Time and Attendance Software as a replacement to Kronos System from Tyler Technologies as Sole Source ; and authorizes procurement based on the option allowed by the Code of Alabama 1975 , Section 41-16-51(13). The cost will not-to-exceed $117 ,113 .00. Seconded by Co uncilmember Conyers , motion passed unanimously by voice vote. 020 23 October 2023 RESOLUTION NO. 4896-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , as follows : [l] That the City of Fairhope ha s voted to procure Tyler Technologi es Time and Attendance Software as a replacement to Kronos System from Tyler T echnologies a s Sole Source; and authorizes procurement ba sed on the option allowed by the Code of Alabama 1975 , Section 41-16-51 (13). The cost will not-to-exceed $117 ,113.00. ADOPTED ON THIS 23RD DAY OF OCTOBER, 2023 Attest: Lisa A. Hanks , MMC City Clerk Corey Martin Council President Pro T empore Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution , a resolution that the City of Fairhope approv es the FY2024 Annual Flower Procurement. The total cost not-to-exceed $111 ,353.36 . Seconded by Councilmember Burrell , motion passed unanimously by voice vote . RESOLUTION NO. 4897-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows : [1] That the City of Fairhope approves the FY2024 Annual Flower Procurement. The total cost not-to-exceed $111 ,353 .36 . Thi s cost exceeds the limit requiring City Council approval. There are multiple vendors and the times of procurement vary. [2] The budgeted amount for this procurement is $105 ,366.00 , inclusive of a contingency for unforeseen events. 021 23 October 2023 [3] This procurement is allowed pursuant to Resolution No . 1650-10 adopted in May 2010 that declares flowers as Unique "Like Items " and the extension of this categorization to include any cultivated varieties , differentiated by scientific name. ADOPTED ON THIS 23RD DAY OF OCTOBER, 2023 Attest: Lisa A. Hanks, MMC City Clerk Corey Martin Council President Pro Tempore Councilmember Burrell introduced in writing, and moved for the adoption of the following resolution , a resolution that the City of Fairhope approves the procurement of the Annual Renewal of the Microsoft 365 Licenses that is on the Omnia Partners (Contract #20180 I 1-02) with SHI International Org. and therefore does not have to be let out for bid . The total amount not-to-exceed $80,961.73 . Seconded by Councilmember Conyers , motion passed unanimously by voice vote . RESOLUTION NO. 4898-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , That the City of Fairhope approves the procurement of the Annual Renewal of 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 $80 ,961.73 . ADOPT ED ON THIS 23RD DAY OF OCTOBER, 2023 Attest : Lisa Hanks , MMC City Clerk Corey Martin Council President Pro Tempore 022 23 October 2023 Councilmember Burrell introduced in writing, and moved for the adoption of the following resolution , a resolution that the City of Fairhope approves the procurement for FY2024 Potting Soil from Sungro Horticulture Inc. as sole source and manufacturer. The cost will not-to-exceed $69 ,634 .60 . Seconded by Councilmember Conyers , motion passed unanimously by voice vote. RESOLUTION NO. 4899-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope approves the procurement for FY2024 Potting Soil Sungro MM830-F3B FB RSi from Sungro Horticulture Inc. as sole source and manufacturer. The cost will not-to-exceed $69,634.60. [2] Authorizes procurement based on the option allowed by the Code of Alabama l 975, 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 23RD DAY OF OCTOBER, 2023 Attest: Lisa A. Hanks , MMC City Clerk Corey Martin Council President Pro Tempore Councilmember Burrell introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhope approves the procurement of the 2023 Lighting of the Trees stage, miscellaneous equipment, and labor costs to Sound Associates , Inc. with a total not-to-exceed cost of $13 ,000.00 for the City of Fairhope's Lighting of the Trees Celebration on November 16, 2023 . Seconded by Councilmember Conyers , motion passed unanimously by voice vote. Councilmember Burrell said for the records South end of Section Street almost to Morphy will be lit unless the trees are too large. 023 23 October 2023 RESOLUTION NO. 4900-23 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 2023 Lighting of the Trees stage, miscellaneous equipment, and labor cost to Sound Associates , Inc. with a total not-to-exceed cost of $13,000 .00 for the City ofFairhope's Lighting of the Trees Celebration on November 16 , 2023. ADOPTED ON THIS 23RD DAY OF OCTOBER, 2023 Attest: Lisa A. Hanks , MMC City Clerk Corey Martin Council President Pro Tempore Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council approves a three (3) month extension of the Osprey Initiative, LLC contract for a total not-to-exceed cost of $3,136.26; and authorizes Mayor Sherry Sullivan to execute the contract extension. Seconded by Councilmember Burrell , motion passed unanimously by voice vote . RESOLUTION NO. 4901-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , as follows : [ 1] That the City Council approves a three (3) month extension of the Osprey Initiati ve, LLC contract for a not-to-exceed cost of $3,136.26; and authorizes Mayor Sherry Sullivan to execute the contract extension. [2] The original contract cost of the litter boom installation and debris reports for the first twelve (12) months was quoted and approved for $27 ,000.00 . Council approved contract during August 8, 2022, regularly scheduled meeting . The actual cost for the twelve ( 12) months of service and installation of litt er boom totaled $23 ,863 .74 . 024 23 October 2023 [3] We are requesting a contract renewal to use the remaining monies originally approved for this project to expand the timeline of services . ADOPTED ON THIS 23RD DAY OF OCTOBER, 2023 Attest : Lisa A . Hanks , MMC City Clerk Corey Martin Council President Pro Tempore Councilmember Burrell introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council authorizes and approves the hiring of the new Mechanic/Clerk to allow the current Mechanic/Clerk (Pay Grade 6), who is retiring at the end of January 2024, to work with and train the new employee prior to his leaving . The temporary position will expire upon retirement of the current Mechanic/Clerk. Seconded by Councilmember Conyers , motion passed unanimously by voice vote. RESOLUTION NO. 4902-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council authorizes and approves the hiring of the new Mechanic/Clerk to allow the current Mechanic/Clerk (Pay Grade 6), who is retiring at the end of January 2024 , to work with and train the new employee prior to his leaving. This will be beneficial to the City as well as the new hire . The temporary position will expire upon retirement of the current Mechanic /Clerk. ADOPTED THIS 23RD DAY OF OCTOBER, 2023 ATTEST : Lisa A. Hanks , MMC City Clerk Corey Martin Council President Pro Tempore 025 23 October 2023 Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a resolution appointing a Director to the Educational Building Authority of the City of Fairhope, Alabama -St. Michael Catholic High School: James C. Bailey for a term ending on the second Monday of November 2026. Seconded by Councilmember Burrell, motion passed unanimously by voice vote. RESOLUTION NO. 4903-23 A RESOLUTION APPOINTING A DIRECTOR TO THE EDUCATIONAL BUILDING AUTHORITY OF THE CITY OF FAIRHOPE, ALABAMA- ST. MICHAEL CATHOLIC HIGH SCHOOL BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAIRHOPE, ALABAMA (the "City Council"), as follows: Section I . The City Council has found and determined and does hereby find , determine and declare as follows : (a) The City Council has heretofore authorized the incorporation , and appointed the directors, of The Educational Building Authority of the City of Fairhope, Alabama -St. Michael's Catholic High School (the "Authority"). (b) The current term of Mr. James C . Bailey as a director of the Authority will expire on the second Monday of November, 2023 . (c) Jt is in the best interests of the Authority and the City to reappoint Mr. James C. Bailey as a director of the Authority . Section 2. Pursuant to Section 16 -17-5 of the Code of Alabama J 975 , the City Council does hereby appoint the following person as a director of the Authority for the term ending on the date and year set opposite the name thereof: End of Term Mr. James C. Bailey Second Monday of November, 2026 Section 3. All ordinances , resolutions, orders, or parts of any thereof, of the City in conflict, or inconsistent, with any provision of this resolution hereby are , to the extent of such conflict or inconsistency , repealed . Section 4 . Attest : Lisa A. Hanks , MMC City Clerk This resolution shall take effect immediately. Duly passed and adopted thi s 23rd day of October, 2023 Corey Martin Council President Pro Tempore 026 23 October 2023 Councilmember Conyers moved to approve the recommendation of the Street and Traffic Committee to install a speed table on Summer Lake Street between Twin Beech Road and the tree median . Seconded by Councilmember Burrell, motion passed unanimously by voice vote . Councilmember Burrell moved to approve the recommendations of the Street and Traffic Committee to (lower the speed limit in the downtown business area to 15 mph with boundaries being Oak Avenue to Morphy Avenue (North & South) and Mershon Street to Summit Street (East & West); and change the intersection of South Summit and Nichols A venue to right-turns only using a safety island. Seconded by Councilmember Conyers , motion passed unanimously by voice vote . Items: The following individuals spoke during Public Participation for Non-Agenda 1) Charles Wilson, 489 Bartlett A venue , addressed the City Council regarding an e- mail sent to Mayor Sullivan, Council President Robinson , and Jack Burrell opposing books in the Children and Teen Areas ; and requesting these be moved to the 18 and older area . He mentioned the Council President said twice that they are not involved with running the Library . Mr. Wilson said you own the building and give an appropriation that helps with running the Fairhope Public Library . 2) Luke Dasinger, 115 Keplar Place, addressed the City Council and thanked them for their service. He read from Governor Ivey 's letter to the Alabama Library Association. Mr. Dasinger said he was opposed to the books in the children and teen area in the Fairhope Public Library. 3) Brian Dasinger, 115 Keplar Place, addressed the City Council and commented the Library Board does not read the books , so who is accountable . He asked the City Council to take a lead role like Governor Ivey . Councilmember Conyers moved to adjourn the meeting. Seconded by Councilmember Burrell , motion passed unanimously by voice vote. There being no further business to come before the City Council, the meeting was duly adjourned at 7:46 p.m. Lisa A. Hanks, MMC City Clerk Corey Martin, Council President Pro Tempore 027 ST A TE OF ALABAMA COUNTY OF BALDWIN ) ( )( The City Council met in a Work Session at 4:30 p.m., Fairhope Municipal Complex Council Chamber, 161 North Section Street, Fairhope, Alabama 36532, on Monday, 23 October 2023. Present were Council President Pro Tempore Corey Martin, Councilmembers: Jack Burrell, and Jimmy Conyers (arrived at 5: IO p.m.), Mayor Sherry Sullivan, City Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks. Council President Jay Robinson and Councilmember Kevin Boone were absent. Council President Pro Tempore Martin called the meeting to order at 4:36 p.m. The following topics were discussed: • The first item on the Agenda was the Discussion of Reimbursement of Expenditures prior to Issue Debt by City Treasurer Kim Creech . She said bond Counsel recommended this resolution; and it is required by the IRS to reimburse the General Fund . The City can look back 60 days to borrow with tax exempt status . Ms. Creech said the PFM will at the November 13, 2023 meeting . She said this resolution protects the City when borrowing . • Councilmember Burrell commented the AMEA is giving grants and one was for cast iron pipe replacement. Council President Pro Tempore Martin questioned invoices coming in. The consensus of the City Council was to move forward and put on the November 13 , 2023 City Council Agenda . • Councilmember Burrell gave an update on the AMEA Board meeting last week. He said the Airport Authority needs to look at other revenues and reduce costs. Councilmember Burrell stated we help with financing and refinancing but need to ween off of City appropriations . Council President Pro Tempore Martin said the ultimate goal is to ween them off. Councilmember Burrell said he would work on an agreement for the Airport Authority and the City of Fairhope. • Council President Pro Tempore Martin gave an update on the Recreation Board and mentioned a Recreation property plan being worked on . • IT Director Jeff Montgomery addressed the City Council regarding Agenda Items No . 15 , No. 24 , and No. 26 ; and answered any questions if needed . • Gas Superintendent Wes Boyette addressed the City Council regarding Agenda Items No . 17 and No. 21 ; and answered any questions if needed . • Public Works Director Richard Johnson addressed the City Council regarding Agenda Item s No. 9 , No. JO , No . 20 , No . 13 , No . 19 , No . 23 , No . 25 , No. 27 , No . 29 , No. 30, No . 32 , and No . 33 ; and answered any questions if needed . 028 Monday, 23 October 2023 Page -2- • Planning Director Hunter Simmons addressed the City Council regarding Agenda Items No. 5, No . 6 , No . 7, No. 8, No. 34 , and No. 36 ; and answered any questions if needed . He said some poles are not available. Councilrnember Burrell said the request was granted in the budget so this was a formality. • Mayor Sullivan suggested moving Agenda Items No. 34 and No . 36 to the beginning of the Agenda. • Fire Chief Chris Ellis addressed the City Council regarding Agenda Item No . 23 ; and answered any questions if needed . He mentioned Fire Prevention Week . Chief Ellis showed the City Council the Fairhope Pirates new Pumper Truck and said Principal Cardwell gave the okay and chose the colors. • Water and Wastewater Superintendent Daryl Morefield addressed the City Council regarding Agenda Items No . 18 and No . 22 ; and answered any questions if needed. • Police Chief Stephanie Hollinghead addressed the City Council regarding Agenda Items No . 37 , No . 38 , and No . 39; and answered any questions if needed . • Grants Coordinator Nicole Love addressed the City Council regarding Agenda Items No . 11 , No. 12 , and No. 14 ; and answered any questions if needed . • IT Director Montgomery told the City Council that Kronos Timekeeping System costs $28 ,000 .00+ and MUNIS Timekeeping System costs $29,500 .00+. • City Clerk Lisa Hanks addressed the City Council regarding Agenda Item No . 31 ; and answered any questions if needed . • Council President Pro Tempore Martin questioned Agenda Item No . 16 and if money was coming in from other sources . Councilrnember Burrell stated we need an agreement prior to voting on this Agenda Item . He said there are good revenue streams but must come to an agreement. Council President Pro Tempore Martin removed Agenda Item No . 16 from the Agenda . • Councilrnember Jimmy Conyers gave an update on the Library Board meeting with a good attendance . There being no further business to come before the City Council, the meeting was duly adjourned at 5:46 p.m . Lisa A. Hanks, MMC City Clerk Corey Martin, Council President Pro Tempore 029 CITY OF FAIRHOPE AGENDA MEMORANDUM FROM : I Sherry Sullivan , Mayor SUBJECT: Veteran of the Year AGENDA November 13 , 2023 DATE: RECOMMENDED ACTION: Recognition of Veteran of the Year BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget $ - GRANT: LEGAL IMPACT: FOLLOW UP IMPLEMENTATION: Cost $ - For time -sensitive follow up, select deadline date for follow up: lndividual(s) responsible for follow up: Available Budget ($_) Action required (list contact persons/addresses if documents are to be mailed or emailed): I 030 FOR IMMEDIATE RELEASE October 31, 2023 Contact: Gayle Fogarty, City of Fairhope, 251-990-0100 FAIRHOPE SELECTS VETERAN OF THE YEAR EDWIN LESSARD JR. Fairhope 's Veteran of the Year for 2023 is being honored as much for his service in the U.S . Air Force , as for his work now to help other veterans. Edwin (Juju) Lessard Jr . was a member of the U .S. Air Force from 1978 to 1989 . Edwin (Juju) Lessard Jr. served our country and its people, and now is committed to our community through tireless volunteer projects. Lessard served his country as an Air Traffic Controller in the U.S. Air Force from 1978-1989, and then worked for the U.S . Federa l Aviation Agency from 1999 to 2011. Lessard is an active member of the American Legion , Eastern Shore Post 199 , Member of the American Legion Riders , Eastern Shore Post 199 , serving multiple times as an elected officer, Member of the Patriot Guarded Riders , 2012 to present, and support member of the Caombat Veterans Motorcycle Association , 2018 to present, Vo lunteer Veteran for Covenant Care Hospice , and in 2019 was honored by the William F. Green Veteran 's Home for his dedication to serving their residents , and organized and participated in the adoption of approximately 50 forgotten veterans in Fairhope and area nursing homes. Lessard was awarded Air Force Good Conduct Medal with 2 Oak Leaf C lu sters , Air Force Outstanding Unit Award , Air Force Commendation Medal , Humanitarian Serv ice Medal , Air Force Overseas Short Tour Ribbon , Non-Commissioned Officer Professional Military Education Graduate Ribbon , Small Arms Expert Marksmanship Ribbon, and Air Force Training Ribbon . Lessard will lead the Veteran 's Day parade set for November 4 th at 10 a .m. and will be recognized at the November 13 th Fairhope City Council meeting at 6 p .m . ADDITIONAL VETERANS ACTIVITIES The City of Fairhope will honor its military veterans with a Veterans Day Parade on Saturday , November 4th. The parade will start at 10 a.m. and will begin and end at the Fairhope Civic Center. Participants include local veteran 's organizations, military vehic le s , local scout troops and many other lo ca l groups . Leading the parade will be Fairhope 's 2023 Veteran of the Year Edwin (Juju) Lessard Jr. A light breakfast wi ll be held before the parade begins at 8:30 a.m . in the Civic Center lobby for all veterans and parade participants. The celebration will continue on Saturday , November 11 th at 4:45 p.m. in Henry George Park . A sunset prayer service will be held at the Veteran 's Memorial , Tears of Sorrow, Tears of Joy . Pastor Mike Megginson with 3 Circ le Church will lead the prayer service and Taps wi ll be performed following the prayer. For more information on the parade or the sunset prayer service , call Kim Ryland at 251-929-1447. ### 031 PLEASE PRINT CITY OF FAIRHOPE P.O. DRAWER 429 FAIRHOPE, AL36533 251/928-2136 Revised 09/2013 NOV6'23Ar-18:12 OOJ...) ALCOHOLIC BEVERAGE LICENSE APPPLICATION We hereby apply for a license to sell Alcoholic Beverages in the City of Fairhope or its Police Jurisdiction . We agree to abide by all applicable Ordinances of the City, or any amendments to same, and to promptly furnish all reports required by tile City. APPLICANT'S NAME Ravid:4 ~S~A"I HI\N•l Hi:,b.w11li,~SN# __ ---_ _ AGE ___ DATE OF BIRTH _____ PLACE OF BIRTH Ma+~t-~ ~r-; ~AV\ ~A MAILING ADDRESS ~'14 0 tU~n,~1 Road fru.·hcpe AL 3b.532. HOME # ___________ WORK#_ ----------- CELL#_~ ________ FAX# ____________ _ RESIDENCE ADDRESS f.9~ Be YV>ite .:J>R Bot.)e.t"f-§A 30622. NO .YEARS AT PRESENT ADDRESS !/: NO .YEARS AT PREVIOUS ADDRESS --- PREVIOUS ADDRESS 3/5;3 mil/tr ,:ca-cJ LitJ, on-i'e; G,f> .3tC>58 NAME AND ADDRESS OF BUSINESS_F°'_R_C. __ 9_.__e_ne,_,-._a,l--"-_Tr: ____ reii_d_r _"!j-+---=--)..._,_J.......:;:L;.___ f"J'c!'.:26 1-Jwy 1c9f i:-CtArht:1,-.e AL. .36532. NAMEOFCORPORATION i::-Rc l::tene-rA'..--l 77.,_cU.-,_j l-lL. BUSINESS LOCATION I 7L'>:2.b H-wy lS I Fald-,cpe AL '.36S3.L HAS APPLICANT EVER HAD AN ALCOHOLIC BEVERAGE LICENSE BEFORE "-/0 IF SO, WHERE ________ UNDER WHAT NAME ________ _ HAS APPLICANT EVER BEEN ARRESTED No IF SO, WHERE. _______ _ WHEN. _____ WHATWAS CHARGE. _____________ _ DISPOSITION. _______________________ _ LIST THREE REFERENCES: NAME ADDRESS PHONE NUMBER Mclviml'd Rum} 89//t!J Met..nley leottd JV'Joh~rned Fa.til-z_t r FaJr"ope, A/.--.365.J::,,_ J<Jmk,/y w 1/:3on ISlJ!)..0 .St:t"f ~l /O'f /~ ~.t, .S1/¥e ·rU/JI .ga7b Lind-4 ftl'Jood /IS f'/ner,"d9e Rd .:J:)Qphn.e IH-~l-£~ . , - 032 City of Fairhope Alcoholic Beverage License Application Page-2- PLEASE SELECT TYPE OF LICENSE APPL YING FOR: Revised 09/2013 011 -PACKAGE STORE LICENSE -Allows sale of liquor, wine, or beer et Retail , TO GO --only. No one under age 21 allowed on premises . A Hquor tax of 10% City Limits or 5% Police Jurisdiction Is due the 10th of each month on the purchase price paid for all liquor for use or resale by the licensee. 010-LOUNGE LIQUOR LICENSE -Allows sale of liquor, wine, or beer for on and off --consumption . No one under age 21 allowed on the premises . A liquor tax of 10% City Limits or 5% Police Jurisdiction Is due the 10th of each month on the purchase price paid for all liquor for use or resale by the licensee. 031-CLUB LIQUOR LICENSE -Allows sale of liquor, wine, or beer but must meet ABC --Board's "club" regulations . A liquor tax of 10% City Limits or 5% Police Jurisdiction is due the 10th of each month on the purchase price paid for all liquor for use or resale by the licensee . 020 • RESTAURANT LIQUOR LICENSE -Allows sale of liquor, wine , or beer for on -premises -consumption only and 51 % of gross receipts must come from the sale of food . A liquor tax of 10% City Limits or 5% Police Jurisdiction Is due the 10th of each month on the purchase price paid for all liquor for use or resale by the licensee. 140. SPECIAL EVENTS LICENSE __ 160 -SPECIAL RETAIL LICENSE -More than 30 days _ 040 • BEER ON/OFF PREMISES LICENSE -Allows sale of Beer Only, on and off consumption . _::{_ 050 • BEER OFF-PREMISES LICENSE -Allows sale of Beer Only, TO GO only . __ 060 • WINE ON/OFF PREMISES LICENSE -Allows sale of Wine Only, on and off consumption . ~ 070 • WINE OFF-PREMISES LICENSE -Allows sale of Wine Only, TO GO , only. 100 • WINE WHOLESALER LICENSE 210 -WINE IMPORTER LICENSE 200 • WINE MANUFACTURER LICENSE 240 -NON-PROFIT TAX EXEMPT LICENSE I STATE ALL THE ABOVE TO BE TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE. SIGNATURE (FULL NAME) NOT APPROVED ~~---,1._;'.1,.-_DATE __ _ .~~~~~:__DATE~ BY COUNCIL_::-,-------DATE __ _ City Clerk APPROVED BY COUNCIL _______ DATE City Clerk --- .,, The Chief of Police is only acquiring e background check on the owners, partners, or corporate officers of the business for the City of Fairhope . The Alabama Alcoholic Beverage Control Board does a thorough Federal and State background check before Issuing the License. 033 INCORPORATION MEMBERS Applicant: fu~1du ~ tta,Qu.x:clb+-bo~f' ,d/b/a/_FRC. G,ne.ralTooio~W:.. The following persons have a proprietary of profit interest in this business: (not needed for corporations whose stock is traded on a recognized stock exchange) Name R(,tvitkt Ro~hMJ 1-b,,,, Hal11w1,th~ocial Security Number _____ _ Date ofBirth ____________ .Age ____ P_lace of Birth Mtt+~fl.e'I &r,' J...Pin 11::e; Mailing Address_ Road A-l. .3f.S32- Position with the Business Ow '2~ r ·-----'~"--'-=----------"------------ Telephone Number ________ Driver License Number_"--.;...._ __ . State ~--- Narne. ______________ SociaJ Security Number ________ _ Date ofBirth _________ .Age ____ Place of Birth.__,,--______ _ Mailing Address __________________________ _ Position with the Business --------------------- Telephone Number _______ ~Driver License Number _____ .State ---- Name ______________ .Social Security Number ________ _ Date ofBirth ___________ Age ____ Place of Birth. ________ _ Mailing Address __________________________ _ Position with the Business --------------------- Te I e phone Number _______ __;Driver License Number _____ State ---- Name ______________ Social Security Number ________ _ Date ofBirth. __________ Age ____ Place of Birth ________ _ Mailing Address __________________________ _ Position with the Business _______________________ _ Telephone Number _________ .Driver License Number _____ .State ___ _ 034 FAIRHOPE PUBLIC SCHOOLS COMMISSION NOMINEE 3 -Year Term APPOINTMENT David Johnson appointed to serve the remainder of the vacated term by Amy Foley and fill the position until December 31, 2023. David Johnson shall be appointed to serve a Three (3) -Year Tenn effective, January 1, 2024 and the term shall end January 31, 2027. 035 I City Council seeks to have diversity in making appointment to boards and comminees. It is the policy of the Gry Council to make appo in tments based on the needs of the City as well as t 11e interests and qualifications of each applicant . In accordance ~vi th t 11e Code of Alabama, all applicants must be qualifi ed electors and taxpayers in t11e C ty, excluding the Planning Commission. All appl ications filed with the City Cle rk w ill be publ ic record. First Name : David Last Name: Johnson Mobile Phone Number 2512789944 E-mail:* davjau@gmai l.com Home Address * 5t •eet Addr ess 16311 Wo o d Acres Rd 5 Addres s Line 2 C,ty Fai r hope Postal/Z ip Code 36532 Business Address St :·eet Addr ess 16311 Wood Acr es Rd S Ad dress Line 2 Cty Fa irhope Pcstal/Zip Code 36S32 Name of Board or Committee:* Fa ,d1o pe Pu blic Schoo ls Cornrn iss ic'1 Education Background * Bac r:elors degree Aubur:i U:1ivers :,y 2(;07 Doc;or of Medicine UAB 2012 Professional Licenses and/or Associations * Doctorate of Medicine Phone Number: State/Prov in ce/~egion A'- Co untry u niteci States State/Province/qegion A!... Count ry L'nited States 036 Professional Experience * Chai rman, Credemials Comm 1::ee o· "'"homas roso ·t al Civic Interests and/or Service Membersh ip s * Pub lic scnools commiss 101 How do you r qualifications best serve the needs of the community?• I have four children in :he Fair!icpe o;.io ''c school pattern Lea ki ng t o help suppo'1 & serve in the 0.1::I c 5,:ho::-·;; best interest fe r its sruden:s Resume Signature 037 Fairhope Public Schools Commission October 4, 2023 Fairhope West Elementary School Members present: Paul Hannon, Carrie Mackey, Carrie Mclemore, Danielle Mashburn-Myrick, Hill Robinson , Miranda Schrubbe Members absent: Joe Kelley, Shaunda Matthews Principals present: Christina Stacey -Fairhope East Elementary; Jenny Breazeale, Caroline Hollowell -Fairhope West Elementary; Tonya Harrelson-J. Larry Newton Elementary; Jon Cardwell -Fairhope High City of Fairhope : Mayor Sherry Sullivan , Corey Martin Guests: Gary Gover, Cynthia Rush, Freya Sonenstein P. J. Hannon called the meeting to order and the September 7th minutes were approved. Mayor Sullivan addressed the commission about ways the city could help increase the public's awareness ofthe work of the commission and the impact of the 3-mill tax on the schools in the Fairhope feeder pattern . She will have an insert created for the city's March newsletter focusing on this ; also, principals at each school can email this document to all parents . Each principal will be invited to come to a city council work sessions to share what is happening at their respective schools; a representative of the commission can also be included in the rotation . There was discussion about other ways principals can communicate through their social media posts . To fill the current vacancy on the commission left by Amy Foley's resignation, P. J. Hannon brought forward the application of David Johnson . Dr. Johnson is a local family medicine physician and has children attending Fairhope schools . He would serve the remainder of the term vacated by Amy's resignation , which ends December 31 st, and will be eligible for appointment to a full 3-year t erm starting in January. Carrie Mclemore made a motion to accept the nomination and Hill Robinson seconded; motion passed . Another position will be open in January with the completion of Hill 's 2nd term on December 3l5t. Jon Cardwell shared that John Wilson has asked that a timeline be established fo r annual funding requests and approvals, to be followed each year. The principals will consider the best schedule in light of hiring and timing of BOE approvals, and will recommend a schedule to be adopted in the near future . City Councilman Corey Martin asked for consideration and discussion of introducing a mental health curriculum, particularly at the secondary level, implemented by the school social workers . There was robust discussion of what is already in place , how this might work, limitations, etc . Jon Cardwell will look into creating a professional learning community for all of the Fairhope school social workers where the need for this could be considered and ideas developed . 038 Meeting was adjourned at 5:14 p.m. The next meeting will be on Wednesday, November 1st at 4:30 p.m. at Fairhope East Elementary. Respectfully submitted by Miranda Schrubbe Attendance YTD 1/11 2/1 Amy p p P.J. p p Joe p p Carrie M. ---p Danielle A(E) p Shaunda ---p Carrie Mc. p p Hill p p Miranda p p 3/1 p p p p A(E) p p p p 4/26 5/17 6/7 9/7 10/4 p p p ------ p p A(E) p p p p p p A(E) p p p p p p p p p p A(U) A(U) p p A(E) p p A(E) A(E) p A(E) p A(E) p p p p p p p 039 FROM: SUBJECT: AGENDA DATE: CITY OF FAIRHOPE AGENDA MEMORANDUM Appointment -Parking Authority November 13, 2023 RECOMMENDED ACTION: City Council to appoint Chris Shrader for a four-year term that will expire November 2027. 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: lndividual(s) responsible for follow up: Action required (list contact persons/addresses if documents are to be mailed or emailed): 040 PARKING AUTHORITY NOMINEE (S) 4 -Year Term APPOINTMENTS Chris Shrader REAPPOINTMENTS The term shall end November 2027 041 CITY OF FAIRHOPE APPLICATION FOR APPOINTMENT TO A CllY BOARD OR COMMITTEE SEP 22 '23 PH4 :35 ~0 City Council seeks to have diversity in making appointment to boards and committees . It is the policy of the City Council to make appointments based on the needs of the City as well as the interests and qualifications of each applicant. In accordance with the Code of Alabama, all applicants must be qualified electors and taxpayers in the City , excluding the Planning Commission. All applications filed with the City Clerk will be public record . Please return this application to the Fairhope City Clerk at City Hall, 161 North Section Street, Fairhope, Alabama 3 6532 or mail to City ofFairhope, Attention Fairhope City Clerk, P . 0 . Drawer 429, Fairhope, Alabama 36533 . PLEASE PRINT CLEARLY Last Name: Shrader First Name : Chris Phone Number: ------------- Cell : 317. 7 53.5777 Email : cjshrad@sbcglobal.net ------- HomeAddress: 17517 Polo Ridge Blvd City : Fairhope state: AL Zip : 36532 BusinessAddress: 4118 Johnson Ave City : Fairhope State: AL Zip : 36532 Name of Board or Committee: _P_a_r_k_in_g _______________ _ EDUCATIONAL BACKGROUND : Ashland University -MBA Miami University -B.A. PROFESSIONAL LICENSES AND/OR ASSOCIATIONS : Mortgage Bankers Association of AJabama Indiana Mortgage Bankers Association -Past President Walther B. Palmer Foundation -Past Chairman PROFESSIONAL EXPERlENCE : Residential mortgage sales executive with more than 35 years of leadership in the Wholesale, Correspondent, Retail, and Construction lines of business. Regions in which I've managed the sales function have increased production by as much as 37% in two years, from $650M to over $1.03B. As a former Regional Director and a front-line Loan Officer, I design strategies with first-band appreciation for executing them at the ground level. •' -•-1 -..J --1-... ._ ____ --1 ----...... 4-, ----■---.l -•· L ...... 1 .--~•-..I !--1 .. .J ...... .,__!_: __ ----L!-- 042 L,l V 1 L, 11''11 .t:\Kr,;:, J ;:, ANlJ/UJ{ ~ER VI CE MEMBERSHIPS : Farirhope Rotary Club -Immediate Past President USMS -Unites State Masters Swimming. All things Fairhope HOW WILL YOUR QUALIFICATIONS BEST SERVE THE NEEDS OF THE COMMUNITY? I work downtown and parking is at a preminium. I would like to be part of the solution for the businesses, citizens, workers, vistors to Fairhope to find good parking. Ch rl·s sh rad er Dlgltally signed by Chrl8 Shrader Date: 2023.09.22 11:19:53 -05'00' 9/22/20 Signature : _________________ Date: _________ _ You may attach a resume with this application . 043 CHRIS SHRADER Mobile, AL cjshrader@sbcg loba l.net 317-753-577 www.linkedin .com/in/shraderchris Residential mortgage sales executive with more than 20 years of leadership in the Wholesale, Correspondent, Retail, and Construction lines of business. Regions In which I've managed the sales function have increased production by as much as 37% in two years, from $650M to over $1.038. As a former Regional Director and a front-line Loan Officer, I design strategies with first-hand appreciation for executing them at the ground level. I've led sales teams as large as 43 people, and my background includes training, coaching, and mentoring multiple sales agents into management roles for my employers. Bottom line: I lead mortgage salespeople to grow the company's revenue and to staff next level positions. Start-ups Recruiting Product development Leadership Communication Sales relationships Train ing Coaching Product management CHURCHILL MORTGAGE CORPORATION, Mobile, AL 2021 Branch Manager: Covered seven states to convert self-sourced and purchased leads. MOTTO MORTGAGE GULF SHORES, Gulf Shores, AL 2018-2021 Sales Manager/Senior Loan Officer: Recruited by an investor and former coworker to build this mortgage brokerage based on my industry experience and personal integrity . Leveraged franchisor's resources, built network of real estate agent referrals , established vendor relationships , and recruited lender clients in the first year to efficiently develop the business's production capabilities . • Developed six lender relationships to take out loans the company originates . • Personally generated 66 units totaling $17M in volume in 2 years after licensing approval. • Generated a network of 55 real estate agents for referral business . • Established sales, operations , and infrastructure processes to pass Alabama State Banking Department's audit with "Very Good " rating . SPANO INDUSTRIES (SI) CONSUMER DIRECT, Fairhope, AL 2017-2018 Senior Sales Agent: Recommended by former coworker to join this company building and maximizing consumer direct mortgage sales organizations and generating leads for clients in the industry. Des ire to return to loan production led me to leave this company. HOMEPOINT FINANCIAL CORPORATION, Indianapolis, IN 2014-2017 Sales Director: Stonegate Mortgage (eventually purchased by HomePoint Financial) pu rsued me to increase mortgage sales in its Correspondent Originations Division . Initiated and cultivated relationsh ips with banks and credit unions covering markets from Indiana to Tennessee . The company laid me off as a consequence of the corporate buy-out. • Increased the number of correspondent clients by 40% (from 30 to 42). • Originated 3370 units for $520M in volume in three years . • Earned recognition as a member of the Stonegate Mortgage President 's Club. FIFTH THIRD BANK, Indianapolis, IN 2003 -2014 Vice President, Regional Mortgage Sales Manager: Assembled a team of 12 Regional Wholesale Account Executives originating loans in 4 states until the bank exited this line of business . • Won #1 Regional Wholesale Manager award in 2010 , during the worst of the recession . • Generated $6 .27B of wholesale loan volume with 35 ,000 units in 7 years . • Provided leadership for team producing 112% of the bank's wholesale volume plan in 2013 . • Exceeded region 's 2011 volume projection by $17MM . • Created and piloted new products for undeserved markets as a member of the company's CRA Fair Lending Committee. 044 Chris Shrader Page 2 Vice President, Divisional Sales Manager: Opened a new Residential Wholesale Division covering 10 states . Recruited 4 Regional Sales Managers supervising 21 Account Executives to launch and expand the business. Designed the strategy for production, pricing , technology, marketing, and training. • Yielded $477M of new business in 10 months. Vice President, Wholesale Lending Manager: Hired to expand production throughout the bank's 8- state footprint. Recruited and managed a staff of 43 salespeople and sales support partners . • Directed and personally participated in development and delivery of a new-hire tra ining program to accommodate growth in staff. BANK ONE CORPORATION, Indianapolis, IN 2002-2003 First Vice President, General Manager: Recruited for a second stint with this organization specifically to run a Wholesale division covering six states with up to 17 salespeople. • Led team to manufacture $1 .66B of loan volume in less than two years . IRWIN MORTGAGE, Indianapolis, IN 2000-2002 Construction-to-Perm Product Manager: Solicited to start "from scratch " this company's construction- to-perm loan program . Created new processes , hired staff, developed training, and monitored compliance to establish the foundation of the business . • Brought in $270K+ of revenue just in fees and interest spread for this enterprise's first year. BANK ONE MORTGAGE, Indianapolis, IN 1995-2000 Vice President, Construction-Perm Production Manager: Earned promotion from AVP position in the same business line after exceeding annual profitability plan by more than 20%. Integrated new product line and procedures to facilitate Bank One's merger with First Chicago NBD. • Engineered $923M loan proc;l.uction in 18 months to exceed goal by $148M (27%). UNITED GUARANTY RESIDENTIAL INSURANCE -Senior Account Executive EDUCATION Master's in Business Administration -Ashland University-Ashland, OH Bachelor of Arts -Miami University-Oxford, OH 045 Lisa A. Hanks, MMC From: Sent: To: Subject: Good Afternoon Stephanie Hollinghead Tuesday, Octobe r 31 , 2023 4:08 PM Lisa A. Hanks , MMC Parking Autho rity On Monday, October 30 t h, the Parking Authority Committee made a recommendation to add Chris Shrader as a member to the Parking Authority Committee. Can we put it on the next available Council Meeting for approval. Thanks Chris Shrader 17517 Polo Ridge Blvd. Fairhope , AL 36532 Email : cjshrad@sbcglobal.net ~S~?I~ Fairhope Police Department 251 -928 -2385 Stephanie . hollinghead@fairhopeal.gov The information transmitted is intended only for the person or entity to which it is addressed and may contain confidential and/or privileged material. Any review , retransmission , dissemination or other use of, or taking of any action in reliance upon this information by persons or entities other than the intended recipient is prohibited . If you received this message in error, please contact the sender and delete the material from all computers . 1 046 ORDINANCE NO. AN ORDINANCE AMENDING ORDINANC E NO. 1253 KNOWN AS THE ZONING ORDINANCE AND ORDINANCE NO. 1736: A PLANNED UN IT DEVELOPMENT KNOWN AS THE HILL TOP PUD BE IT ORDAINED BY 11-lE CITY COUNCIL OF TH E C ITY OF FAlRHOPE, ALABAMA as follows : Whereas , the ity o f Fairhope, Alabama, has approved a request to rezone p roperty to PUD -Planned Unit Developm ent, with Ordinance No . 1736 on th e 22nd day of December 202 1 to establi sh the Hill Top PUD; Two H ands Design and Development, LLC , made an application to amend Ord inance No . I 736 to amend said Ordinance, and Now Therefore, after appropriate pu bli c notice and heari ng , the Planning Commission of th e C ity of Fairhope, Alabama, has forwarded a favorable recommendation t o amend the Hill Top PUD; T he Hill Top PUD, is genera ll y located on the west side of South Secti o n Street , South of Petiole Dri ve, in Fairhope, Alabama. Hill Top PUD PPIN #: 389630 and all parcels included in Slide 0002746-D and Slide 0002893-F Legal Description: (Case number ZC 23 .05) COMMENCING AT THE NORTHEAST CORNER OF SECTION 30, TOWNSHIP 6 SOUTH , RANGE 2 EAST, BALDWIN COUNTY, ALABAMA ; THENCE RUN SOUTH 00 °-04'-39" WEST ALONG THE EAST LINE OF SAID SECTION 30 A DISTANCE OF 979 .00 FEET ; THEN CE RUN SOUTH 89°-54'-50" WEST A DI STANCE OF 40 .00 FEET TO A 1/2" REBAR ON THE WES T RIGHT -OF-WAY LINE OF SECTION STREET (AKA COUNTY HIGHWAY NO. 3)(80' R/W ), SAID POINT BEING THE POINT OF BEGJNNING OF TH E FOLLOWING DESCRIBED PARCEL ; THENCE RUN SOUTH 89 °-54'-50" WEST A DISTAN CE OF 621.70 FEET TO A CAP PED REBAR (CA0092LS); THENCE RUN NORTH 00 °-02'-30" EAST A DISTANCE OF 328.94 FEET TO A CAPPED REBAR (FAIRH OPE); THENCE RUN SOUTH 89°-19'-16" WEST A DI STANCE OF 457 .8 1 FEET TO A CAPPED REBAR (HMR); THENCE RUN SOUTH 00 °-16'-30" WEST A DISTANCE OF 457.43 FEET TO A CAPPED REBAR (MOORE); THENCE RUN SOUTH 89°-5 3'-32" WEST A DI STANCE OF 201.05 FEET TO A CAP PED REBAR (WATTIBR) ON THE WEST LINE OF THE NORTHEAST QUARTER OF TH E NORTHEAST QUARTER OF SAID SECTION 30; THENCE RUN SOUTH 00 °-16'-36" WEST ALONG SAID WEST LINE A DI STANCE OF 645 .05 FEET TO A CRIMP TOP PIPE; THEN CE RUN SOUTH 89°-41'-54" EAST A DISTANCE OF 1,284 .76 FEET TO A CA PP ED REBAR (KOUNTZ) ON THE WEST RIGHT -OF-WAY LINE OF SA ID SECTION STREET; THENCE RUN NORTH 00 °-03'-43" EAST ALONG SA ID WEST RIGHT-OF-WAY LINE A DISTAN CE OF 787 .02 FEET TO THE POINT OF BEGINNING . T HE DESC RIB ED PARCEL CONTAINS 25 .88 ACRES , MORE OR LESS. 1. That, in Case Number ZC 23.05 , Lot 29 of the Hill Top PUD s hall develop in substantia l con formity with th e attached si te plans attached as "Exhibit B". Any substantial deviation from the att ached site plan, as determined by the Director of Pl anning, will require re -approval by the Planning Commission and th e C it y Counci l of the City o f Fairhope, Alabama, as a PUD amendment. 2. That, the fo ll owing amendments have been made to the PUD : 047 Ordinance No . Page -2- Use: Lot 29 will have its own access from South Section Street. Developer proposes a unique opportunity to create within a similar footprint, and in accordance with the Hilltop Building Standards , a Community House . Designed to foster connections and serve as common ground for the surrounding neighborhoods . Allowed uses within the Community House would include a cafe (potentially offering coffee, bakery goods, beer and wine, and limited food items), bed and breakfast suits, fitness , yoga, arts, crafts , small gallery , or professional office space . This development strategy allows the opportunity to create community green space and outdoor dining po ssibilities. In de sign of the Lot 29 structures with the topography and shape of the lot , the second floor may be below the main floor . The structures on Lot 29 shall have a maximum structure height of two stories . Residential uses will be restricted to above or below the main floor. Main floor shall be designated as the floor at street level. Structures shall have a maximum building footprint of 3,600 square feet or a total 5,600 square feet (both floors). Cafe and market use shall provide for no more than 65 % of the total density. No other use shall provide for more than 50 % of the total density. The intent is to create a de sign that is compatible with the unique environment of this site . The setback is being reduced to 30 ' to allow the building to have a better relationship with both the street and the pedestrian access from the existing sidewalk . At least one portion of the building is encouraged to be adjacent to the 30 ' setback . This building location also ensures the parking will occur either on the side or behind the building . Thi s will also retain a landscape zone between the building and the street, surrounding the building in trees similar to the current landscape setting . By placing the building closer to the street it also helps maintain the integrity of the existin g waterway located west of the property . The building may be residential , commercial or a mixture of both . The building will complement the adjoining residential development by incorporating residential scale, proportions, rooflines and detail s on the primary building elements . Creativity to introduce commercial design elements into the residential aesthetic will be encouraged. Building height shall be a maximum of 30' to the mean roof of the primary roof area, and measured from the average existing grade along the 30' setback for the length of the building . Land scaping for Lot 29 shall meet the design requirement s of the City of Fairhope based off the determined use . Additional planting buffers will be installed along adjacent property lines as buffers to preserve privacy . In the event that this development strategy is determined not to be feasible Lot 29 would revert to the same designation as the remaining lot s. Setbacks : Front -30 ', Rear -30 ', Side -IO ', and Street Side -20 '. Principle Structure Lot Coverage: 3,600 SF . Building Height: Maximum building height shall not exceed two stories . Lot Size : 49 ,258 SF . 048 Ordinance No . Page -3- The Planned Unit Development (PUD) known as Hill Top PUD is hereby amended. It sha ll hereafter be lawful to construct on such property any structures permitted by Ordinance No. 1253 and to use said premises for any use permitted or building sought to be erected on said prop erty shall be in compliance with the building laws of the City of Fairhope and th at any stru ct ure shall be approved by the Building Official of the City of Fairhope and that any struc ture be erected only in compliance with such laws , including the requirements of Ordinance No . 1253 . Severability Clause -if any part, section or subdivision of thi s ordinance shall be held unconstitutional or invalid for any reason, such holding shall not be construed to invalidate or impair the remainder of this ordinance, which shall continue in fu ll force and effect notwithstanding such holding . Effective Date -This ordinance shall take effect immediatel y up on it s due adoption and pub li cation as required by law . Adopted and approved thi s 13th day of November, 2023 Att est: By:---------- Lisa A. Hanks . MMC City Cle rk By: __________ _ Jay Robinson , Council President Adopted and approved th is 13th day of November, 2023 By: __________ _ Sherry Su lli van, Mayor 049 City of Fairhope City Council October 23, 2023 Planning Commission unanimously (5 Ayes, O Nays) voted to recommend approval of ZC 23.05 ZC 23.05 -Hill Top PUD Project Name: PUD Amendment Site Data: I ( f 0.15 Acres ·---------7 Project Type: Setback Adjustment from 100' to 30' Jurisdiction: Fairhope Planning Jurisdiction Zoning District: PUD PPIN Number: -·-~------ 389630 General Location : --- West side of South Section Street, South of Petiole Drive Surveyor of Record: Jade Consulting LLC Engineer of Record: Jade Consu~ting _L_LC___ J Owner/ Developer: Ty,,9_ Hands Design _____ =..J School District: Fairhope Elementary School J Fairhope Middle and High Schools -------------. Recommendation: Approv~ _ ~~-~ Prepared by: Michelle Melton Legend Roads B P ■rcals Corporate Ltm1ts Z.:.fllnfClaulliullofl PUO • Planned Unil Deve~I IZJ TR • Tounsl Resort 050 Pap4ol6 APPLICATION FOR ZONIRG DISTRICT CHANGE Property Owner / Leaseholder Information Name!wo Hands Design and Development UCPbone Number: 251-209-5533 Street Address: _2_338_9_M_a_in_S_t_. ___________________ _ City: Fairhope State: AL Zip: __ 36=-=-=5-=32=------- Applicant / Agent Information If diliftot from above . Notarir.ed letter &om property owner is ftquiJed if an agent is used for representation. Name: JADE Consulting, LLC Phone Number: 251-928-3443 Street Address: 208 N. Greeno Rd Ste. C City: Fairhope State: AL Zip: __,3...,6.,.5.,..32 _____ _ Current Zoning of Property: ___ C_i_.:;ty_P_U_D_, _Dis_· _tri_ct_1_7 __________ _ Proposed Zoning/Use of the Property: _PU_D_am_en_d_m_e_n_t ________ _ Property Address: Hill Top Phase I & II Parcel Number: 05-46-09-30-0-000-040 .031 Property Legal Description: LOT 29 HILL mp SUBDIVISION PHASE ONE SUDE 2746.C & D Reason for Zoning Change: ... See ........... lowlu.cod ...... 1rdiao ...... • ......._{5..,u,..m..,mw:au.;ry,__ ___________ _ Property Map Attached Metes and Bounds Description Attached Names and Address of all Real Property Owners within 300 Feet of Above Described Property Attached . NO NO NO Character of Improvements to the Property and Approximate Construction Date: ____ _ Zoning Fee Calculation: Reference: Ordinance 12 69 I certify that I am the property owner/leaseholder of the above described property and hereby submit th.is application to the City for review. 'If pro~ ~wned by Fairhope Single Tax Corp. an authorized Single Tax representative ~gn ~¥~ Peny C. Jinright, Ill , PE (agent) ..:;;..-.-~,:::---~--~ Property Owner/Leaseholder Printed Name Signature ,J~,~~ _NA ____ -c-,-- Date Fairhope Single Tax Corp. (If Applicable) 051 7112/23 , 2:13 PM Pa rcel Summary -AssuranceWeb Property PROPERTY TAX Bald win County, Alabama Cu rrent Date : 7/12/2023 Tax Year : 2023 A Values and Ta,res are estimates and are subject to change. Cldt hen for the currfflt amount due. Parcel Info PIN PARCEL ACCOUNT NUMBER OWNER MAILING ADDRESS PROPERTY ADDRESS LEGAL DESCRIPTION EXEMPT CODE TAX DISTRICT Tax Information 389630 46 -09 -30-0 -000 -040.031 347177 TWO HANDS DESIGN AND DEVELOPMENT LLC PO BOX 700 , MONTROSE, AL 36559 0 396 .4 ' X 466 .9' IRR LOT 29 Hill TOP SUBDIVISION PHASE ONE Sl IDE 2746 -C & D SEC 30-T6S -R2E (WO) IN#1824659 IN#1840265 Fa irhope -Fairhope School Tax TAXES ARE DUE ON 10/1/2023 PPIN YEAR 389630 2023 Total Due: $ 2,033 .20 LAST PAYMENT DATE .. N/A .. PAID BY Property Values Tout Acres TAX TYPE REAL TAX DUE $2,033 .20 Subdivision Information HILLTOPPH1 PAID $ 0.00 UseValue land Value Improvement Value Toul Appraised Value Tot al Taxable Value Assessment Value $0 $22 1,000 $0 $22 1,000 $221 ,000 $44,ZO0 Code Name Lot Block HILL TOP SUB PHASE ONE 29 Type/ Book/ Page IN/ N/A / 1738698 S/T/R 30 -6S -2E hltpsJ/bald wi nproperty.countygovservices .com/Property/Summary?taxyear=2023&ppin=389630 BALANCE $2,033 .20 1/2 052 7/12/23 , 2 :13 PM Detail Information TYPE REF DESCRIPTION LAND 0.000 Acres Building Components Tax Sales .. NO TAX SALES FOUND ** © 2023 , All Ri gh ts Reserv ed Parcel Summary -Assuranceweb Property LAND USE TC HS PN APPRAISED VALUE 9110 -VACANT RESIDENTIAL 2 N N $221,000 htlps ://baldw lnproperty.countygovservices .com/Property/Summary?taxyear--2023&ppin=389630 2/2 053 NOTARIZED AUTHORIZATION OF OWNER 1/We,lwo \\onJ\ v~,:'\n ~ O.t~<lop~(.n+ Ll.C.. as the sole or joint fee simple title holder(s) of the property described as parcel 05-46-09-30-0-000-038 .000, approximately 4.8 acres. in City of Fairhope, Baldwin County. Alabama authorize, Two Hands Design and Development, LLC & JADE Consulting, LLC and/or their consultants to act as our agent to seek City and/or County PUD, subdivision, Rezone, site plan/development, DOT, DEP approvals, and/or all regulatory approvals in connection therewith, on the above referenced property. By: As Its: Address: Two Hands Design & Development, LLC . -~ ,it-; '"l Jason Tickle ~---:;,,,._ ____ _ Owner -6562 Hw,,thomc Lane Fairhope, AL, 36532 Phone: 95l-.27S-S5J~ Fax: Email : 'fb~to'\.b::,..\c0, t t mt~ B ~"'!!Ao.I I . c.~ ST A TE OF Alabama COUNTY OF Baldwin ~ The forgoing instrument was acknowledged before me this J'1 day of (t'\c..,c..~ , 2023 by fwi 1-f(l..-,cl) Ou ,·~n ~ 0 .hl~•op~t,, .. }re.kn ;,£.l~~ its Owner, who is personally known to me or who has produced _____ (type of ID) as identification and who did not t~i.-Fi - -,,,,m ,,,, ,, CK 11 an oath . ,,, & "' ... ~Ii~ ',, ~ ~--·· ·•. +_ .,,. .. ~ . . "" ... 'J> I. , . J I L,. _ ,r ,i. ~./~OTARr\.~ 1 ~ v, V<..J..J-,0 ~ - : - • -: : ~"""" ..-]J'E NOTARY PUBLIC -STATE OF A~tx,.3: ....... •·~~ .... ~ ' . K ,,, sr,.~,..\,,, Le.s at. V,t.ktr> 00 ')t '11111"'' NAME OF NOTARY -TYPED OR PRINTED COMMISSION NO: _.d._U __ -,...,..S;c...'-f _______ _ My Commission Expires September 6, 2026 054 Summary of Request: JADE Consulting, on behalf of the Owner, Two Hands Design and Development, LLC, requests an amendment to the Hill Top PUD originally approved in December 2021 by Ordinance 1736 concurrent with annexation. The amendment pertains to Lot 29 only and more specifically to the Front Setback. Lot 29 is a standalone lot within the subdivision that is to be developed in accordance with Ordinance 1736. Ordinance 1736 states that the Front Setback for Lot 29 is "100' from Section Street centerline ." Applicant desires to amend the front Setback to "20' from Section Street centerline ." Figure 1 : Original Site Plan excerpt with 100/tfront setback line. 1 ZC 23 .05 Hill Top PUD Amendment -September 7, 2023 055 Figure 2 : Potential Amended 30/tfront setback line. Comments: The Hill Top Subdivision was approved by the City of Fairhope Planning Commission although it was not within the corporate limits of Fairhope at the time. As such, Baldwin County Highway Construction setbacks were in effect for South Section Street (aka County Highway 3). The rights-of-ways were intended to be dedicated to Baldwin County for maintenance prior to the subject property's annexation . Now that the subject property is within Fairhope's corporate limits, the City's setbacks are applicable. The Applicant originally requested a 20' setback. However, at the Development Review Committee ("DRC") meeting on August 9, staff suggested a 30' setback and the Applicant accepted this change . A 30' front setback is in sync with the front setbacks for the rest of the lots within the subdivision and aligns with the highway setbacks of developments to the south along Section Street. 2 ZC 23 .05 Hill Top PUD Amendment -September 7, 2023 056 Figure 3: Aerial with 30ft setback at The Colony. 3 ZC 23 .05 Hill Top PUD Amendment -September 7, 2023 057 lot 29 has its own access from South Section Street. The use for lot 29 is thoroughly described in Ordinance 1736 and is not changing . l.ot 29 will have a "Community House" designed to "foster connections and serve as common ground for the surrounding neighborhoods." Potential uses are a combination of cafe , art and/or fitness studio, residential, and professional office space . Nothing beyond the front setback is being amended on Lot 29 . Figure 4 : Rendering of Community House . Recommendation: • Steff recommends APPRCWAL for Ease 2€ 23.95 te emend the front setback to Lot 29 frc>m 198' to 38'. Staff and Planning Commission recommends AP PROV AL for Case ZC 23.05 to amend the front setback for Lot 29 from 100 ' as measure from the centerline of Section St to 30 ' as measured from the property line ; AND add the two proposed paragraphs clarifying the intent of Lot 29. 4 ZC 23 .05 Hill Top PUD Amendment -September 7, 2023 058 July 12 . 2023 polygon layer polygonlayer polygon Layer D -Override1 -Override 1 -Override 1 Misc - Viewer Map Parcels Centerlines ~ Coastal Control Line □ l ot Lines Conflicts County Boundary 1:2 ,257 0 0.0175 0.035 0 .07 m, 0 0.03 0.06 0.\2 km KCS Bath•,111 County. PietomH'Y 059 060 ll!O ......... "" --~·11-wn,u c .. , GRAPHIC SCAI.£ 0 120 :JIADE l!NIUOHT & ASSOCIATBS DBVlil.OPMENT EKOINEERS ( 20l0f'tll'NkomN ... 3ttc.C t'llllrtope.A ...... ll6')2 ,.o.&o,i lflt f1W!'!Qfl.Al1IH•lfdll CONSULTING ,,._ fl''l"=.'-'::"'1m-l66s 061 ~ •• .. ' .. . .. -~' ~ -EX .24"RCP (N)INV. 86 .8T ($) INV. 87.25' 062 August 14, 2023 Mr. Hunter Simmons City Planning Director City of Fairhope 451 Pecan Street, Ste. 200 Fairhope, AL 36533 JINRIGHT & ASSOCI AT ES DEVELOPMENT ENGINEERS RE: Hill Top PUD Amendment -Lot 29 Set back JADE No.: TICKLE-1642A Ordinance No. 1736 Dear Mr. Simmons , We respectfully request the City to consider amending the Hill Top PUD. We specifically want to amend the language under the LOT 29 section of the referenced ordinance. Now that the property has been annexed into the City Limits , this, amendment would add the ability to reduce the front set back of Lot 29 and encourage the building to be more pedestrian oriented. We have enclosed example site plans and renderings of the proposed development. We request this below paragraphs be inserted below the 2nd paragraph of the LOT 29 section of the ordinance . MThe intent is to create a design that is compatible with the unique environment of this site. The setback is being reduced to 30 ' to allow the building to have a better refationship with both the street and the pedestrian access from the existing sidewalk. At least one portion of the building is encouraged to be adjacent to the 30' setback. This building location also ensures the parking will occur either on the side or behind the building. This will also retain a landscape zone between the building and the street, surrounding the building in trees similar to the current landscape setting. By placing the building closer to the street it also helps maintain the integrity of the existing waterway located west of the property. The building may be residential, commercial or a mixture of both. The building will complement the adjoining residential development by incorporating residential scale, proportions, rooflines and details on the primary building elements. Creativity to introduce commercial design elements into the residential aesthetic will be encouraged. Building height shall be a maximum of 30' to the mean roof of the primary roof area, and measured from the average existing grade along the 30' setback for the length of the building." We also need to amend the Setbacks section of the ordinance; Front-1QQ' iFGA'\ ~eetieA ~tFeet CeAteFliAe 30' Would you please advise on what additional information you would like for us to provide so that this amendment may be present to the City of Fairhope's Planning Commission and City Council for consideration. Respectfully , Perry C. Jinright, 111, P.E ., LEED AP Managing Member POST OFFICE BOX 1929 • FAIRHOPE, ALABAMA 36533 TEL.£PHONE (251) 928-3443 WWW JADENGINEERS.COM 063 " ,' I I, I I :1 I: ORDINANCE NO. !ill AN ORDINANCE AMENDING ORDINANCE NO. 1253 KNOWN AS TIU: 7..0NING OROJNANCE BE IT ORl>J\INED B\' TIIE CITY COUNCIL or lllE CITY Of FAIRHOPE, ALABAMA as follows : The ordinance known as the Zoning Ordinance (No. l 253), adopted 27 June 2005, together with thr Zoning Map oft he City of Fairhope, be and the same hereby is changed ond olt~d in respect to that cenain proprn) described below : After the appropm!lc public noll~ and hearinl! oflhc Phsnnini; Commissioo c,1. the <."ti)' 1,f Fairhope, ,\ll1harna has forwarded II ravorable recommendation, The prllperty of I lilltop Fairhope, I.LC, generally localed c,n the west side of Sc,;tion Street on Petiole ()rive and north of Petiole l>rive. Fairhope, A lahame . Hill Top SubdMslon Phase One 111d Two ppr:-; # 40591 and ■II par«Js indadtd 111 Slide 0002746-1> l~l Dcurlplloo; (Case numb~-r ZC 21 .14) COMMf:fliCING AT THE NOR1'HEAS 'I CORNER 01 ' Sl£l1ON 30 , TOWNSll!P 6 SOUTH , RANOI; 2 EAST, BALDWIN COUNTY, ALABAMA : TIIENCE RUN SOUi II 00°-04'-J9" WEST ALONG THE EASl LINE OF SAIi) SECTION 30 A DISTANCE or 979 .00 FEl:l ; THENCE RUN SOUTII 8Q".5•f-50" WEST A !))STANCE Of 40.00 FEET JO A 112" Rl:IJAR ON rnE w1 :s1 RICiHT-OF-WA\" UNI: OF SECTION STRHi {AKA COUNTY Hl<iHWAY NO 3)(110' IVW), SAID POINT BEING lltE POJ:IJT Of BEGJh'NrNG or TIIF. FOLLOWI NG DESCRffiED PARCEi; TIIENCE RUN SOUTH 89"-54'-50• WEST A DISTANCE Of 62l.70f'F.ETTO A CAPPEO RF.OAR (CA0092LS); TI-IENCI: RIJN NORTH 00°-02'-'0" !:AST A DISTANCE OF 328 .94 FEET TO A CAl'PED REBAR (FATRHOPE); lHHNCE RUN SOUTII 89°-19'-16" WEST A DJSTANCF Of 11~7.81 FEETl-0 ,\ C'ArrED REBAR (HMRJ ; TIIENCE RUN SOU'Jll 00°-16'·30" WEST A DISTANCE or 457.43 FEET TOA CAPPED REBAR(M<X>kl:): TI-IENCE RUN SOUTH 89°-53'-32" Wl'ST A DISTANCE 01' 201.05 FEET TO /\ CAPPED REBAR tWA TTIER)ONTHf. Wf.ST LlNEOF TilE NORnlbASTQUARlT:R Of THE NOR1111:AST QUARTER or SAID SECTION 30: ntENC:E RUN SOUTII 00°- 16'-36" WEST ALONG SAID WEST LINE A fJIST ANCEOF 645 .05 FF:ETTO ACRlMP TOP PrPE ; l Hl:NCt : RVN SOUTH 89°-41'•54" EA ST A DISTANCE Of 1,284 .76 FF.ET lO A CAPPEi> REfiAR (KOUNTZ) ON 'rHE WEST RJGIIT-OF-WA Y UNE OF SAID SECTION STRP.ET; THENCE RUN NORTII 00°-03'-43" EAST AWNG SAID WEST f<.JGH T-Of-WAY LINE A DISTANCE OP 787 .02 FEET TO TIIE POINJ flf- 81:GINNINCi . 1111: r>ESCRJBEO PARCEL CONTAINS 25 .88 ACRES. MORE OR LESS I. lb ■r, uttoched os "Exhi bit A" is an approved site plan The pru~ny must develop in subs1an11al conformance with lhc approved site plan and supponing documents . Any subs1.an 11al deviation from Lhe 11nached s ileplan , as del crmined by the Director uf Plannin!!, will require re-approval by the: Planning Commission and the L'i :y Council of the Cily of Fairhope, Alabama, as a l'UD amendment. 2. T1111t. the foll,,wing de11elopme111 rcgulatio11s shall govern · O"s:r•ll DcHlopmcbl: ~ There shall he 37 llllS tl'lal . 064 r ' I ! r I Ordinance No . l 736 Page -2- Use: In general, the project is restricted for rcsidenlial use . The oses are specifically describe<! within the Site Piao and Masler Development Plan that include : 36 Single Family Residenlial Lots Mixed -Use Lot Dimension Standards: Dimensional s1andards shall follow the layoul on the approved site plan . Slngk Famlh· Resldcnlial Dcnlopmept: Density : 1.43 UPA . Lots: Lots 1-28 & Lots 30-37 shell be based on R-1, Low Density Single -Family Residential District, wi lh minor differences illustrated on the Site Plan Use : Lot s shall be single family residenlial. Setbaclcs: Front -30', Rea1 -30', Side:-HI', and Street Side -20·. Principle Strucl\lre Lot Coverage: Shall not exceed 48% of the total lot. Building Height : MMimum building he igh! shall not exceed 30 ·. kfJJ Size : Minimum lot size shall be 15 ,000 square re~t. Use ; Lot 29 will have its own access from Soulh Seclion Streel . Developer proposes a unique oppor1\lnily lo create wllhin a similar foolprinl, and in accordance with the Hilltop Building Standards, 11 Community House . Designed lo foster connections aod serve as common ground for the surrounding neighborhoods . Allowed uses within the Community House would include a t'ilfe (potentially uffering cofTee, bak.ery goods, beer and wine. iind limited food items). bed and breakfast ~-uits , fitness, yoga, arts , crafts, small galkry, \lT profess ional office space . This development £1rategy allows the opportunity to create community green space and outdoor dining po5Sibilities . ln design of the Lot 29 structures with the topography ond shopc of the Joi , the second 0oor may be below the main floor , The structures on Lot 29 shall have a maximum structure heigh I of twu sturies . Residential uses will be restricted 10 above or below the main floor , Main floor shall be designated as the 0oor nt street levd. Structures shall have a maximum building fonlprint of3,600 square feet or a total 5,600 square feet (botb noors). Cafe and market uses shall provide for ru1 more than 65¾ of the Lola! density . No other use shall provide for more than .SO¾ of the total density. Landscaping fot Lo! 29 shall meel tho design requirements of the City of Fairhope based ulf the dt:1ermincd use . Additional planting huffers will be installed along adjacent propeny lines as bulTers to preserve privacy. In the evenl tb11t this developmenl strategy is determined nc,1 I<' be feas1blr I .()I 29 would revert to the same designation as the remaining lots . Setbacks: fron t -100· from Soclion Street c~terline, Rear -30 ', Side 10 '. and Street Side 20 '. Princjplc Structure Lot Coverage : 3,600 SF . 065 ~ \q' II ,1 i~ ij I I I I I ,, I ,I I 1: ll 1, h 1: I ,1 if ' ' I I' I I I ,i ,, ·' 11 Ordin11nce No . 1736 Page -3- Building Height : Maximum building heigh! shall not exceed two stories. ~ 49,258 SF. The propnty is hrreby inltially :inned Planned Unit Development (PUD) concurrent with annexation Into the City of Fairhope. Thi6 property shall hereafter be lawful to construct on such property any structures permitted by Ordinance No . 1253 and lo use said premises for any u~e permitted or building sought to he erected on said property shall be iri compliance wilh lhe building laws of lhe City of Fairhope and that any structure shall be approved by the Building Official of lhe City of Fairhope and that any stnicture be erecltid only in compliance "'ith i.-uch laws, including the requiremeou of Ordinance t-:o . 1 ~53 . Severabil.ity C)auu -if any part, section M subdivision of thi~ ordinance shall be held unconstitutii,nal or invalid for any n:aMJn , such holding ihall not be coMtrucd lo invalidate or impair the remainder of this ordinance. which shall wn1inue in hill force and efTect notwithstanding such holding . Effective Date -This ordinance shell take efTcct immediately upon its due odopLion end publication as required by low . Adopted end appwved thi5 22nd dey of December, 2021 . Attest: a,~.dJU ✓ .sa.ankt.MMC City Clerk Adopted and approved this llru! day of December, 2021 . 066 Revised 06 /2006 CITY OF FAIRHOPE P.O. DRAWER 429 FAIRHOPE, AL 36533 251/928-2136 PETITION FOR ANNEXATION ST A TE OF ALABAMA )( COUNTY OF BALDWIN )( We , the undersigned PETITIONER(S), owner(s) of the lands in fe e simple d e!>cribed in the altached EXHIBIT A , such property being without the Corporate Limits of the City of Fairhope. Alabama , but being contiguous to the said Corporate Limits ; and such property no t lying w ithi n the corporate limits or police jurisdiction of any other municipality, do, by these present s, hereby petition the City of Fairhope , a municipa l corporation , that said property be annex ed into th e City of Fairhope , Alabama . The subj ect land is d e lin eated on the map attached hereto as EXHIBIT B . This petition is filed under authority of Section 11 -42 -21 , Code of A labama , 1975, as amended . 0 This petition is for R-1 Zoning ~The condition of the Petition is that zoning be established as __ P_U_D ____ _ Concurrent with Annexation . (Zoning RNJu~u) Is this property colony propert)· ___ Yes ~ No , If this property is colony propert)1 the Fairhope Single Tax Office must sign as a petitioner . \ ~~ Jason Tickle s$;en/ri~ _P_ri_n_t _p_et-it-io_n_c_r_'s-·-nam--c----- ---------------Signature of Petitioner Print pet itioner 's nam e Signature Q( Petitioner Print petitioner's name Physical Address of prop erty being annexed : Hill Top Phase I & II • ------- Pet iti o ner's CUJTCnt Phy sic aJ Address: 23389 Main Street Montrose, Alabama 36532 Petitioner 's Current Mailing Address: 23389 Main Street Montrose , Alabama 36532 Telephone Number(s): 251-278-5533 ---------------------------- Home W nrk County Tax Parcel Number: See list Backroom:Us ers :mray :Library :Mail :POP - tn•;,01..., ... "'''''" ,.,.r,,,n!Ol "7 J..·oto nrot ·l"'-f'A()Y m hnv J:'\1 ' l=n"'"c-f,-.r ,h,~ "n ,-.,.,...,.,,,,.,. h 1,,-.._,.,, .. fn. .... .,., .• ,fn , 067 Revis ed 06 /2006 U.S JUSTICE DEPARTMENT INFORMATION D Size of property (acres or square feel) __ 2_5_.88_a_c ___________ _ 0 If property is occupied , give number of housing units 13 lots sold , some under construction D Number of Persons residing in each unit, and their race __ o _______ _ 0 If r,ropcrty is unoccupied , give proposed use ___________ _ D If property is being developed as a subdi v is io n. give subdivision name HIii Top Phase I & II O Number of lots within proposed subdivision 37 -------------- J, l E. S \; l. V :c,. /tL (I K. 'l O )' a Notary Public in and for sai d State and County, hereby certffy that Jason Tickle whose nam e(s) is/are signed to the fo rgoing Petition and who is/arc known to me, thi s day appeared before me and. being first duly sworn, ac knowledge that he/she /they have voluntarily e xec uted th is Petition on this day same bears date. ,\1111 1;,,,, •-' ,, E ,, " L . ....... ,,~ ~~~-K R~~ under my Hand and Seal this ..2]__ day of '.:qko,atr, 20~ . .. ~ • ._,.,_o" J) 1 , f !;i~§t'll\ijTATi ► '· •.. '>l ~ {j.JlNHt J • Ju,c, ~"° : :. -• -= Notary Public ; ... ~\C, :t: ~ -:, •.. .•• ,;:-S -'• L t J ~" "'""\_,, ',, ...... •·~ ,...... My commi ss ion ex pirc s f rJt-fY\P (r ::z, etva,~ ,,, r,'-' I, _____________ a Notary Public in and for said State and C ounty. herchy certify that ___________ whose name(s) is/arc signed to the forgoing Petition and who is/are known to me , thi s day app eare d before me and, being first duly sworn, acknowledge that hc/she/thc:y have vo luntaril y executed thi s Petition on this day same bears date . Given under my Hand and Seal thi s __ day o f ____ , 20_, (Seal) Notary Publ ic My commiss ion expires _______ _ I, _____________ a Notary Public in and for said State and County, hereb y certify that ___________ whose name(s) is/are signed to the forgoing Petition and who is/arc known to me, this day appeared before me and, being first duly sworn, acknowledge that he/s he /th ey hav e volwitaril y ex ec uted this Petition on thi s day same bear s date . Given under my Hand and Se al this __ day of ____ . 20 __ . (Seal) Notary Public My comm issi on ex pires _ Back.roo m:U~rs :mniy .L1b rary :M1il :POP - tnrn1.• .. h.--r1r,," -,;. ~11:-,S:~O ..,,.,,.J ._,fU I)'\" "'tv,., J"Uf '°IVWl'-f n.r th. u • mim .-'l'ft'!lrh 1,~•••~ #'tw • .,,v..,, ,.\,._ 068 Exhibit A J!NklGHT & ASSOCIA '!'ES DE V£1.OPMENT ENGINEUS ll~Ot1IIIIOM..wl1".S111 C t-'~.AW-...)M'1 Po ~191' f'~.~'o\$l;t i"'t,tfv •ll5H02A-,a,n f,'~ OSl'Ul-""61 -- 'IIOHIJY MAJ> & UNDE!U.vtNG ZONING HIU.. T OP SU60JVISION ,t25.88 AC SINGLE.fAMlLY 11.ESIDENTlAL DE\/ElD"MENT S. SKTION Sll!EET FAIRHOPE, Al 069 City of Fairhope City Council December 13, 2021 Plan n ing Comm iss ion unanimously (7 Aye~. 0 Nay~) voted to recomm nd approval of ZC 21.14 ZC 21 .14 -HillTopPUD l'ro/ect Nam e: Hill Top Subdivision Phase I and II Site Dato : 125 .88 acres Project &J,e: Zo n ing Change with Condit i onal l Annexation Jurisdiction : Fairhope Planning Jurisdict i on Zon ing District: i Unzoned to PU D (Planned Un it j Oevelopment) PPIN Number: 'PHl on Slide 2746-C; PH2 is PP IN 40591 Gt!Mt'OI Location : West side of Section St reet o n Petiol e Dr ive and north of Pet i ole Drive Sun,eyor of Reco rd : Engin eer of Record: Trey Junright, Jade Enginee r ing Owna I Dffe/oper: Hilltop Fairhope, LLC School District: Fairhope West Ele m en t ary Sch ool, Fair h ope Middle and Hi gh Schools Recommendation : A pproved w/ Co nditio ns Pre pared by: Hu nte r Simmons 070 , .. ,,. i 31 i ,,. ,,. , .. JTNRJGHT & ASSOC IA TES DEVB.OPMENT ENGINEERS lOIOtal'IOJ.oldN .. Sw:.C F111Mpe .Allb-•J6.Sl2 P.O. 8o1 19?9 Flllrtlopt, Alabura 36.Sll Phone: (251) 921-3443 Ftt (251 ) 921-3665 J&dll'CiMes,CIOffl 60 GRAPHIC SCALE 0 ( IN ffET) 1 inch• 60 ft. 60 \TY • SITE DATA TIIBLE -'•···:·ill UISnlO ..... : TOfM. llt.llCfMJIIMJl t .... """ ,. .. ., I ,. .. PRELIMINARY I.OT PLAN Hill TOP • LOT 29 PROPOSED MIXED-USE DEVELOPMENT S. SECTION STREET FAIRHOPE , Al 071 072 073 ORDINANCE NO. AN ORDINANCE AMENDING ORDINANCE NO.1253 KNOWN AS THE ZONING ORDINANCE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAIRHOPE, ALABAMA as follows : The ordinance known as the Zoning Ordinance (No. 1253), adopted 27 June 2005, together with the Zoning Map of the City ofFairhope, be and the same hereby is changed and altered in respect to that certain property described below : After the appropriate public notice and hearing , the Planning Commission of the City of Fairhope, Alabama has forwarded a favorable recommendation , The property of FST/Phillip Goodwyn (containing 0.15 acres, more or less , and zoned 8-4) and located at 491 Pine Avenue , Fairhope, AL. PPIN # 14838 Legal Description: (Case number ZC 23 .04) 50'X 131 .9' PARCEL "A" OF JOHN T & SUZAN M RUDOLF SUB SLIDE2430-DINTHECITY OF FAIRHOPE FST GR SEC 37-T6S-R2E (AFF) LEASE IN #843808 IN#843807 IN #952536 A map of the property to be rezoned is attached as Exhibit A. The property is hereby rezoned B-3a, Tourist Resort Lodging District. This property shall hereafter be lawful to construct on such property any structures permitted by Ordinance No . 1253 and to use said premises for any use permitted or building sought to be erected on said property shall be in compliance with the building laws of the City of Fairhope and that any structure shall be approved by the Building Official of the City ofFairhope and that any structure be erected only in compliance with such laws, including the requirements of Ordinance No . 1253 . Severabilily Clause -if any part , sec tion or subdivision of this ordinance shall be held unconstitutional or invalid for any reason , such holding shall not be construed to invalidate or impair the remainder of this ordinance, which shall continue in full force and effect notwithstanding such holding. Effective Date -This ordinance shall take effect immediately upon its due adoption and publication as required by law . Adopted and approved thi s 13th day of November, 2023 Attest: By :----------- Lisa A. Hanks . MMC City Clerk By :. __________ _ Jay Robinson, Council Presi dent Adopted and approved thi s 13th day of November, 2023 By : __________ _ Sherry Sullivan , Mayor 074 City of Fairhope City Council October 23, 2023 Planning Commission unanimously (5 Ayes, O Nays) voted to recommend approval of ZC 23.1 ZC 23.04 -491 Pine Avenue Project Name: : Rezoning to 83 -A Site Data: . 0 .15 Acres Project Type: Zoning Change Jurisdiction: Fairhope Planning Jurisdiction Zoning District: 8-4 ·----- PPIN Number: 14838 -~ General Location: East side of North Bancroft Street, on the North side of Pine Avenue Surveyor of Record: _=_j Walcott Adams Verneuille Engineer of Record: Walcott Adams Verneuille ,__ Owner I Developer: -- Goodwyn --l School District: j' ---------- Fairhope Elementary School Fairhope ~iddle and High School ~ Recommendation: I Approval ---~ ---- Prepared by: I I Michelle Melton I Legend Roads £:IParcel& C eorpcl(lltel1m1t1 Zoning ClauUle·atloft B-2 • General Bu&me .. Oiatncl a B-3• • Tourial Reaorl Lodging Dialt,ci • 8 -4 • ButinHI and Pro fe ssio na l Oiatrict R-2 • Medium Oena1ly Smgle-F amity R-5 • High Oen .. ty Owelltng Reaidenba l Ptlnnln g Jur~icllon I 075 P-c• 4 of6 APPLICATION FOR ZONING DISTRICT CHANGE -- Property Owner / Leaseholder Information ! Name: Phillip Goodw yn ______ Phone Number: 334 .29~..:2_4_3_8 __ _ Street Address: 497 Pine Street ---------------------City: . Fairhope ___ State: AL Zip: __ 3 __ 6_:::-5_3--:...2--:...--:...-:..-:..-::.--- Applicant / Agent Information If diffl'rcnt from above . , Notarized letter from property owner ii required if an 11.gent ilio used for rep~sentetion . Name: Ryan Ba~er, Walcott Adams VemeuiUe Architects Phone Number: 251 -928-6041 j Street Address~o"ne South_S_c_h_o_o_l S_t_re_e_t ________________ _ 1 C~ty: F~irh.?£~ _ _ . __ State: AL Zip: ~.!, _________ _ Current Zoning of Property: __ 8_4 ________________ _ Proposed Zoning/Use of the Property: B3a / Short Term Rental Property Address : 49i/493 Pine Ave, Fairhope AL 36532 Parcel Number: 05-46-03 -37-0-007-069.505 ____ ------ Property Legal Description: Business and Professional District _________ _ Reason for Zoning Change: _ .. _ _ __ Currently has two addresses-' intend t o use subdividEt9 uni!_for short term_reQ!~L .. __ .. Property Map Attached X YES NO Meles and Bounds Description Attached X YES NO Names and Address of all Real Property Owners within 300 Feet of Abov e Described Property Attached. X YES NO Character of Improvements to the Property and Approximate Construction Date: Non~ -_ _ . . .. ----. Zoning Fee Calculation: Reference: Ordinance 1269 I certify that I am the property owner/le aseholder of the above described property and hereby submit this application to the City for review . *If property is owned by Fairhope Single Tax Corp . an authorized Single Tax representative shall sign this application. _ P_hil ip Goodwyn -_,,;;:7 4 / .,/;:;:?~ ~opc~;,;r:J'':;<'PrintcdNamc ~__,. __ 1/'.s;~~~ Date Fafrhopc Single Tax Corp_ ilf ~~c) ~ '\~ • _..- ~ ~-_;41,i ·/ A.··· ~ 076 July 14, 2023 Authorized Agent Form WALCOT T ADAMS VERNEUILLE ARCHITECTURE I INTERIORS ONE SOUTH SCHOOL STREET FAIRHOPE, AL 36B2 251 -92 8-6041 F AX 251-928 -6045 WWW . WAVA R C H ITEC TS .COM I/We authorize and permit the authorized agent listed below to act as my/our representative and agent in any manner regarding the issuance of a building permit/ Rezoning which relates to property described as the tax parcel ID# listed below, located in the City of Fairhope . 46 03 37 0 007 069 505 Parcel ID#: JL .!. · __ · __ · __ · _ · _ _ _ _ __ . __ _ 491 / 493 Pine Ave Fairhope , AL 36532 911 PropertyAddren (lndude city): ______________________ _ Property Owner Philip Goodwyn Authorized Agent Ryan Baker Name : ______________ _ Name : ______________ _ WaJoott Adams Verneullle Architects Malling Address : ___________ _ Malling Address : ___________ _ One S. School Street, Fairhope, AL 36532 497 Pine St, Fairhope, AL 36532 251-928-6041 334•296-2438 Phone#: ______________ _ Phone#: ______________ _ ryan@wavarchitects .com Email: ff philip@gooodwynbuilding .com Emall : _____ -,----=------- Slgnature:~ ~ Signature :-~~----'------------ / / / NOTE: In order to verify the property owner's signature, please either provide a copy of t r °j;s drivers license/state Issued ID OR have the owner's signature above notarized . roperty Owner : initial inside the box if a copy of your drivers license/state issued ' ID will be attached In lieu of the notarized signetur~. ~ Nptary Public State of__,~~~Y1-~_.. .... vlf ........ t1....__-,--__ Countyot_./\1 __ D-bl(i~-& .... A'.\1. ........ e£f ____ _ Subscribed and sworn to by the property owner IIS1ed above .,,.,.mt';~t •', ,j~ • UV •. ••""' "'""" · ____..,..{) ud l f (ia.14----' - 077 Assessment Summary Request# 1855062 ..,u1un111 VUUtll7 ~.:,c;~111c1n ~UllllllcllJ Teddy J Faust Jr, Revenue Commissioner PO Box 1549, Bay Minette , AL 36507 251-937-0245 Assessment By SCOULSON Date July 14 , 2023 Gnmtee(a)/Owner(s) FST GOODWYN , PHILLIP LAND FST GOODWYN , MICHELLE R Gnmtor(a) In Care Of Malling Address Physical Address 1533 GILMER AVE , MONTGOMERY,AL 36104 -5619 491 PINEAVE I request the following change(s) by signing this assessment: CL2 FOR 2024 RENTAL Included Parcels 340189 46-03 -37 -0 -007-069 .505-90 1 Tax Year 2024 I do solemnly swear that the forego ing list of property returned by me (if not his own property, here state the capacity in which he returns such property for assessment) Is a full and complete return of ell the property owned by (here state 'me ' if the property returned Is his own property and , if not his own property, state the name of the person, corporation, or estate for whom the property is returned), or in which (here designate the owner for whom return Is made) had any interest whatever , the situs of wh ich for taxation , or exemption from taxation , Is in th is county , on the first of October of the present tax year , so help me God . (ALA Code 1975, § 40-7-8) Person Making Assessment and/0/' Exemption Application Sworn and subscribed before me th is the 14th day of July , 2023. ,,. . Teddy J Faust Jr, Tax Assessor ""PROPERTY TAXES IN THE PREVIOUS OWNER'S NAME IS YOUR RESPONS IBILITY, EVEN IF A TAX BIU IS NOT RECEIVED- 078 Assessment Summary Request # 1855063 Baldwin County Assessment Summary Teddy J Faust Jr, Revenue Commissioner PO Box 1549, Bay Minette , AL 36507 251-937-0245 Assessment By ACOMETTI Date July 14 , 2023 Grantee(a)/Owner(a) FST GOODWYN , PHILLIP LAND FST GOODWYN , MICHELLE R Grantor(a) In care Of Mailing Address Phys ical Address 1533 GILMER AVE , MONTGOMERY, AL 36104-5619 491 PINEAVE I request the following change(s) by signing this assessment CL2 FOR 2024 RENTAL Included Parcels 340190 46-03-37-0-007 -069 .505-902 lax Year 2024 I do solemnly swear that the forego ing list of property returned by me (if not his own property, here state the capacity in which he returns such property for assessment) is a full and complete return of all the property owned by (here state 'me' If the property returned is h is own property and , if not his own property, state the name of the person, corporation, or estate for whom the property is returned), or In which (here des ignate the owner for whom return is made) had any interest whatever, the situs of which for taxation , or exemption from taxat ion , Is In this county, on the first of October of the present tax year, so help me God . (ALA Code 1975, § 40-7-8) Person Making Assessment andlor Exemption Application Sworn and subscribed before me th is the 14th day of July, 2023 . . , Teddy J Faust Jr, Tax Assessor ""PROPERTY TAXES IN THE PREVIOUS OWNER'S NAME IS YOUR RESPONSIBI LITY, EVEN IF A TAX BILL IS NOT RECEIVED .. 079 BAL0W1N COUHrt. AU.6.lJ,tJl. N ltARRV DOUVE . .:R P~CBATE J JOGE O r-.i~ ceos ~, 01 40.3J Pt1 0> LEASE TIL.S UA.SE MADI TI-a )2t. ..... !JJ.Y OF ~M~•~)' __ _ trlnr:r■ l1h S' 00 lWI' Sl5l 50 j ?,oof, s~~a j'-'( CO?..PORAno_~. 'J...f.SSOR ", Of fA.t-lJiOl'I, SALOV.'lN CO.P.-'TY. Af..A£A.V ....... A.'"D - P.\11fp L. C,aj-~T' 8:. Micb:ll!' R. Good';L'"ITJ ma.1'i--d, a.s te:&:l~ U: t~E':ll1'~D w# !'1:.lt~ (?fs-.1..-virof'!:,"!.if_ 49 1 & ◄9) Pffle: AVt:l)UC ___ _ (J! hirhopc, Al ~Ti'NfSSETH TH.Al 1l'..E. s.,.!ll b\ .. 'P.:ton. SING.:...2 TAX CORPOR.ATJCt-;; FOR A."10 t,, CONS:DERATJOh' o; nlE A.'-r.'.'UA L RF.ifA.LS )._.'>,ff) covr.sANTS HF.RE:'V.nEl SIT TOR.ID HAS nm DAY UiASEO 70 A.''D SAID L.ES:SU. T.u:n:' ,O.\HS.t.l(\f-4 Of TH[ fO:.;.OWING DESOUBW )'A.kC.t.l Of-l-A.t--1), l U v·r;. Unij CNE and Unit TWO , n-.e Rue het), A Condom •nlum, aa:ord ng to the documents of record In the OfJ;cP. of th e Judg e of Prob~to or Boldwtn County, Alabama as fotcws : Oeclaral,on o'. Condom inium of The Ru chery, a Co<ldor:ilnlum , recorded as lnslrJmen l 128-4708, hcluding tae Archhect's Certification and DYawhgs as Ex hibit •s• the re~!. a:1d the B~·-L.aws of The Ruchery Owners A•so cia tion , Inc as Exhibrt •c- thereof, together with an und;vidcd intc.."C6t in the commoc elements of T.1e Ruchery , a Condominium applicable to s:>dl Units under such DeC:ara:,on and al interest i'l ti m~ed ccmmon eleme nts des :gncd to se~e or\ly such UnUs : ar:d St;tjP.r.! to ;iii l t:le-terms . wr,cfrtkins rest1cti::>ns. reservatlcvls , J:m l:.at k>r1ii::, easeme nts and ri;lrts as se: forth there in and i!1 the A,t;c e,; of lnco rporaticn cf The Ruc.~ery Owner$ Associaton, Inc., recorded as lnsb ument 1284717 and such ru<es an d regu'a!lo, as may be ad opte:l by wch co,po-at,on . lands oftl>e Fairhope Single Tu Co:pora:ioo 46-03 37-0-007-069.505 &0 1 (U nit 1) <6-03 -37 -0-007-069,50590;> (Un it 2) POR TI ~ Tl:R.N OF 1'1NBn'-ND'Q: M) \T.ARS f.llOM Ttll:i DATI: 5\ffl."l;Cl 10 nt: U7>:S, ~:!IONS ANO COVO-AJ\TS H.E.B.E},I S1 ATiiC n..onrnoNS t-:0iCATm FOR W.C~TGAGFF.,"S) ~1U FF E"l'fORCEl) If N0RTOAG'£ t'lS'TRUMENTS A.RE l<KORT>F0 I:" fROBATI: (l}Tkl.-tl::Jlp17 ob.Tu.-t:,pr,\1'(11: 7u(ar;,uno. :ia. -~,~a,,qD.Su,r.Wp1:,-.,-.m.1• t,.,:.~.rJar:-,....;lal,~,.., ... 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MADI· lllls llAY OF May 2023 B\ ANIJ REnVl.l:N I A ll< H< ll'f ~l\lil E TAX CORPORAT IO'i, "LL SSOR", 0~ l"A!RJI OP~. DAI l>\ll i" COIP.\T\' ALAtlA.\H , ANTl Phil~1 .b.f0pdw~11 4:_M_ichel _l~,.J~~·) n municd o~ 1cnan t~_in common ~ith ~ht~ o f sur\'iyor~hip 49 1 & 493 Pine Avenu e 0 1 _ Fairhope.AL __ .HEkEl 'l,lt"l l,l(l)~.S lli'/Al lfl AS flj["LFSSF.F.' \l 'ITNESSF.Tl l. 1IIA'I lH E SAIO fAIRIJ Ol•t-. ~IN(,U T.A,X CO Rl'(JR>\TJOX . FOR M,I.> JN CO~Sllll:.RA'II O:--OF nrr. ANNL .Al RLf\'l AL~ ANll COV[NANI S HliRI.IN .~!'Tl,R ~1-·1 HIRTH HAS 'IIII S IJ ',Y LEASE D '10 AND SAm USSLL TAJsl:N l'OS~ESSJ01' OF 1 Ill-f ()I.I OWrKG f>l ·.S(RIBED PAR (I'I. nr I A ND. TO \Vi r . Unit ONE and Unit TWO, The Ruchery , A Condominium , according to the documents of record in the Offi ce of the Judge of Probate of Baldwin County . Alabama . as follows · Declaration of Condominium of The Ruchery , a Condominium, recorded as Instrument 1284708 , includ ing the Architect's Certification and Drawings as Exhibit ·a• thereof, and the By-Laws of The Ruchery Owners Association, Inc . as Exhibit ·c · thereof, together with an undivided interest in the common elements of The Ruchery, a Condominium , applicable to such Un its under such Declaration and all interest in limited common elements designed to serve only such Units ; and subject to all the terms. conditions , restrict ions . reservations , limitations , easements and rights as set forth t herein and in the Articles of Incorporation of The Ruchery Owners Association . tnc .. recorded as Instrument 1284717 and such rules and regulation as may be adopted by such corporation , lands of the Fairliope Smgle Tax Corporation. 46 -03 -37 -0-007-069.505901 (Unit 1) 46 -03 -37-0-007-069 .505902 (Unit 2) FOR TIIE rrn .,1 U1 :--Il•iF.TY -!'1.NE (99) n .M!~ FR0~1 Tlll5 IJATt SUJJ[C I 10 ·r It h nRM S, (O:S lJl'l tO t,;S A:--D CO\· !;,~A -.; rs m .RH"l STAllD. PR<l fH'I IO~S L,DICATHJ rOR MORIToA<>l ·I',~) Wll l BE FNf(Jl{('t n JF MOR I GAGr IN~TR llMF.NTS ARE RECORUFll IN PROBA TE l•J Th!-l...aJitt •Ntll pea) t:'I tf ic F111111U ;,c-Sinsk 1 :u: Curpor,u11r. t ~\ ,~u.ot1o o: u.,~•m, 1r. "'l '"': p,1ym ... ob \tn the f:ri.: tta r• of Ja.nr..c&f)' and h.11) ._.\t yr-.c.r . the n.:nie l uha: of u.:.:t Lr.n.d lll be dnemun~d by 6c cor p,.itahvn 1hm~._"TI dJ; l-.>,:ct U'lh·c Cow-.1l WKb-1u: D''O\o·ec r11 CK:ir lc ofw-, ri ,i:1t1t the rcnt.a ls of it.~~~•-a, u, tq1JU!iu the uryi:t~ ad\'l .. nt.ar.: \'1 1 ll'lC.Jti c,o anJ r .... hu-a.l q~lili.t-nf d1 ffc~n1 lrocH ar.d CCU \crt mlo lnc tro~uy of 1hc: Co:~nl\l1fl a ll ..,,luu anachmf to •\lo'."►• land, If the l ~w• rec-eivra bfn:nl21 io n "'lu~h c11UJoc1o t.lx: Le~• Cu he lte\·i: the .,-,rr.a ►~c~ \'il h,u: -,od.'t.-t 1.11.l,e,, u,i \N k-)M,d proptn) 11r iii be d1 l!rttnl than trKMo:: 1tu.1 h..ld N'en r rtJ,.:tc,d L}11 u»,u, m,l}' ,_ • ._.:nit a cur rc-~-h.'i.l blll tbr ~n; w l\1ct, lh'.llt' accufll.it:I) la.CJ ILC, 1.11.1 l)f L"K hktl) ~i1:d -w ahc aflll 't11 IU.t'f.11,d !111,. l~-.:c ~,It bt ot-lt£llcd tn Jlfi)" ttu , bill "1:t,111 JO d.i)'> !It.er the cklc of the ti:J The \c,i.cc ht-~b" C:\J.'l~-11SI ) •~«~ tt..11 rtw R'nt sha!I be '1.4 c-rminl"d t-v IN' lo:'J')nhv r. u._~n the r nrv:ipk· t ta'(:..! an.:' -.t • ..,11 ltt c~rcrtrJcj tt) thr Ct•rp<:T;dion UhJeit.11L' tht wnd1tiom h.-h·i·)-,tw r >l:i lct.l (J) I n~"'t" •~ n:v. In 1,ut,!l 1ot uc ~mut any n~tHi•.cc i, ch.-h: .. :,,c:hl.1 IJ la:te tu <-01 1J ply .,.11h 111n) 1pp hca b~ Ll""i 11.a nrd 1n.11 m:u 01 tor C1() nl t 1irho~. <.:oUJ'll'r c-: l'L1 Jdw1:1,, and !>tali: nf Al:.h.1m1. and 1'.1nhc-, llt7'('CJ th 211ht I ir )l<C' "ill. t,) no ac, OI cn-.i ~kJn lro 1..1 urrirr I .C U<of h:i bC fu r 50) n o l::ti::>11 of su.:h ,11, l.nn or ,>rdin.:u1ec O. COi l "\! ~ o~ (•111( l. \\, \1J 1111. 1ll b We ni11on ol lh: a pt.Cr\"Ot ..,f lJ,c Lei,.:,._, lO p:,~ 1111 t C'nli:.b Mfc=.r. p!<''tiJc.:J. d1t f .ut;npc ~1or k ·1 u. Cu:p1Alfmn ~ 111 pll) 1U wi ... , u;-on the lJ11f1 klw,J and Uk mip;o \·tmenu i nd pc:t~)l'.,iJ J'nr,k"n ) (m('t;tcyt-a ,a:J 1.,cJ1 u n ,cp:cd l h U b~ L~.cc upon tlx l1nJ hi::ru n k ~rx!. f'lf -.1 ~1 a('<'tl'( ~om the I c~\t'C. f'lfl ru:I. ff'<'cip~ c,f 1t:..;-r.:.i.,r~· 1l.d1,.,d1;c--... lt)1 t.i\e, pa1:J t') Staie , C-oun1y, S~boo: 0111 .. ,..:t,, o: l u> 11.,"llm the i:mprOYt m::nL~ 3a,1 ~:'lf'"1I p~)' {m::·r.:ys ano rn:dit n c~ed) hd,I h, Le11,n. "I"'" th.: kind htr ,:1n laJGd -'f ii :all n:nl t.l l)C bt p.:1 1d • 111 i•H: t trt1!1: .. 1c 1n amount cq'Jtl lu 11.1cr. -.:c,quhlc tn fe:."'Cip11 n:munmg . r~t'h'lbLt from hc.lrc r ;i far..c ulUl 0,1 re nt 0t in d ·tdu•r< o f •n)' m..kt..ednC1,; to <k f'-t•·,-.,r1 tM•r:; p,n \.id~d tha1 the Lc-t.t:« -vi ii app,.11111 Vlhnmsx·.-c: mR) he tit t1tr)81od b) the. CN'po'llfll 0 11 e.!- k1"\ ·, 1')!:mt t.:i n:t\nl J.c,..~cc\ r iu~n~ fo, tb.l..lior. whi.~r'° rcnn1.il!d b) lo ,,. k'I de. thal m nu e ven, shlli 1h1.· C-upor11.1m ., 1-'C' ho11ri.1 to 1..:.:e pt ta\ te>.7c ,r i.s cr.i mort l~n I Lu 1!<.'.:ud ,·:1J•.i:.1ion of lht pr.l9(:rf). n, the h tl'li, t1:"'1l r0fl ti ~ t.i .... Cit hJ I fn::.&:cf v.mnun1 ,,, 1ny )C'OI t.'t..1n !he rcni l~'\f l~I yr11 on the b n..1 f\!' ~ hic t: ,u.. h imp10"tnt":n:, ■nd p,c n,orw l :-r->reM ) 111: h:k1 f4 ) 1 ht r alrfJUf'M. S in j:!k Tu Corpru1·1n:i •tree~ i n c.11hk1c.t.1:1101 1 0 1 11 ... l lJ Wrunh of a.a.J 101,; b..Jc"'11 h ""..kn.."C ,1, lf)lit n1• ~ of the rents r,a ,d b' Lu&c c up.,,, the Lind ~,t v. 1,~. lt:i!>t d. thdl be arrr.-.."'l ri11 !cd a:. t.li\ 1~ '"' n~ nJll'mht n m 11ny 01~c• J)CTW"'. bJI th11~ 11J ~t-... :1 he arlrn.l mi."t.rcd h • 1ru,1 fu nd IC"f Ult' ,.;ual bcnc:f:1 nr lhi•!-11" k,b1h.t JU t,n.,i, t~) l hc Corpnai.1 1n:i f11t1!,.1 il,,,-1.:c.., tbt! j:, 1hc d 1~:-ih1J IW"M'l n f lllll" ~,.rfil~ ~+.i.:!i 1~3 pw~~ r:i, IC' ~.lft tor n:•\Oe nts U,\.)n 11> IJ1,b, nr .d 1,t nc1"'n .t.a)I ~II' nwcc hir r~,.en tn :J 1v1d1.Ul• "'hn r,rc ""-'"'t 1t-l:n tifth:-(cwpor•:1('1:I "'·Ith th-: cA t r piior 0(1h.~ tifht ol l'1"I: M~•~ i.s r,,md pa:J!, in,~ t -.•,cmm'f nt 11 1 \hc C:o~lt.)11: all shtll he nc.atr\i 1tr,'1U'l ,:rict cquali1> 1(,) )~ l)' caul ll) •J1h."01 lh1tl l 1D)C u· o rd..e C~)'C'llr(' o f l ht.., l..t.S.~ J.'l \oc e ver.I ~JJ.Ct Mull f111 1l IU P:,> lt:111 l''hcn j&!'fil. U o uc or '"JI~, ~m rc.t the o<l1r.1 (1,nd11111 n, <'f lhli: ~\c i nti u i-1 brn:h ttmain, un.:orr«to;l 1,.u a pc:,od of(90J d,~-,, l c-.-.N nl.l) dt-c.l:irc • defauh and J iw '-'lltkn nu11~C' th~rco1 hy n&:i.s!ertJ o\lil m 1b eri1 ,n-tlf'n1 i v 1 ("\~ff U-0 :o l.'l}' moct&•I!"' (c,f ,t.c ilrt)"V\'tOltn L. ot 11\: k:.i .. c-1 land) :II lht:'. h i:I ;.ddtn.< ('(JUC"b fllOl1f ,01,"I' .. \"'-'"'r. t,, LcJ..rif and will a.dJ intc-.ru:I rn wlli 1\''ll p:,,)mt:n t from dlW da!t., no! In e11ccnf 1h,• 1hc-n 1:-iS-J L"\lcm ,I Rl\.' Ckda,.;d b) tir. Sl.ltt of Al.tt:1 11\jj, th.: lchuc •h.111 M,•c • lic o fot 1hc re r:st anJ the. in!t'rnt lhr16l1: tu tt11: rb:tc od 1c1r .. •at.:-nw:n1 ,,f t ~ l'.ii~< a: "1lt a hcrt.m pro¥id<:t1 . .,,htth r,cr kut O(.(\.l'l In 11 .c t,n:: t..c..)tt t.ol~ 10 correct I rn!l dcfrcicn.)' w ithin 90 deyi of any h«:1t1.,h lhlrlof. l .c.'l~I •~Le, 10 not1 h nMtt•l"c a'ld'N Lbk~ b)' n::ca-i rrc:d nu.ii a • fht la .I U'.u~'n lhidtcu p1tw1di..-.J tu the C'n,po~l•,r1. o f suet. dt:b.Wl 1.nd [a,~ beret,) l,'f,jll.._, 1u roo r-.f •ret an:i/01 (Qff.cc t,'I Jirs bct:tinlfljl. fr,'oft; the ditl" "' n.ch nollu: 11., cur,-l..t1e.;c·s ck faul L J urtni::r, the roon~,cc ,oJ'o, 1~ct" "'ill t-r given 30 41 )"'' .,1111.1 .. "fl l\..)!~t o (tht tim,, pL:t, and l(~m,, l"h.1.lc of rnc rror,et1) In w ~~ c\-cnt. rhr U.uo1 IC'k'h t:1 11--= n rt,1 (:m:1 t ~5t< l(;ttts) at the l.c..,~or·, opuon ton. c-ntcf' tll< ~·.ucd l rn,1, ,rll Jiitid 1oon~.:i ;cd 1mprn,-t'lJr rot ~. wJ w l..d:£ 1)0'4ocn,--,n Clf d "-k 1t-.c-ho,d S.ii.i t,;ik lhoU ~ bc ld al p~lu:: wk LI ltw-lro nl doo 1 o f Uic Lu.Id• m (.'ouatf Counb (kc;.:!' 1ri F;u:rtwr,: .A l:ih.J.ma , l(w ,.u~ 10 the b1 j.h~1 b~, 1f..:1 ~1, mi J(1 J•)'• v.·ri~1c:n 001kc of lbc ,1~, plll .. c. and ttml) of ,a k la)J~thc, M•rtn , d<.K.np110:, of the r rClf'lt n ) lo be )l()IJ I>) r ubl i:,11oll ou:t t. "'-·cd,, foJ thr~ c o...scc-1.1.1 1,'c •·ed.:,, i11 ,1 AC\\'if!'wJ.cl ul t:'-"n:re1 I c 1ru1l,11nn in fiuh(,. A.t.i,b .. ma. 1r..,i Lesior . m 1.)~nt er 1.llomr.). ma y cnn,1 .. , '\\k.b ,;ik an~ execute in th< NnlC of 1lu: l.L b~ pr~J COLV~)•.nu: u f th: pro pcn~ to the pwclwe1 'Tht pmt.ttJ ~ of id Mk ~all L'l('llf fo"1101hf P.)rut:nt 1.1 1 1~ co!t.t c f ~•iJ u l:: includmt I rca-.Ul.l.llh.c :.1.1 o~y ·J fe e, stc,•1 lf lu L"K· p.)'fflt'OI o1 the IILOUUI o! Mad ind--.. hu:dnts = (includ.inr I n:.:..-.oruth k 1.110mc)''& ~c) aoJ tn':..-rb l .... bich is '('(:QltJ h) n•C>t1g.,gt"-. (.) the. holdcrJ Lh,;n::•(, 1hi--1 h' the p.:~T:tt'nt o( All)' iodd>k:J.r.c,u tr the C\'l'} .. "\ll'iOn .. a.1,d 1he hl.t.ncc, if'"), h.l b.: r-,u ... lh : I«-•~ Th:-,-1: nf 1h: i11,1pr vnmtn11 b) 1h.= fo!ce:i 11 1( ••1 ..... ·~·c1u ,..-it' . .;,dl 1~nninnt,· 111 rtfbu uudri th1 " \t-u,: 11.:,~·c vc-t , rl,c p,•i~h.is c-r au ,uch ~I.. 1· r,wcli.sc,·s Of'(\..}n , ~y l r!UO\l: 30) II Tlflr(l \('~~·01, on the k.~ ~ittJn I rU~\I Y+li-(JUie l fk • r~nl"d i>:i <Oltt.:ILl'.cd hi:n:1 n L"l: O,.ll ,.~rlu1•\1' ~nd lhc U:s -..w rt.•l"n'tj Uw 1i i,:h1 IP f)Ul"I Ut iln) rtmcthc!t l\1Hl!.hk 10 11 •I L,"" I n su.::.h c,-c nt. the l e.~S..\f .~.,II he c n !1 1td t o l'\'.:CCOH·1 t n....un.ibk ■1 1nrnc, rr-c A n) ind all C'~f'C ru.r , .u .. o,-Ul,tr1 •1t1l 10~ ocf .c:Kn~) f\0!1CeJ rm 1lu,s-:. t-c>ltrl!tu11 1 rflott.. ttc b..--c.omc the n:•J.,"lfl.)1btl I~ .ind o~li p 1ior. of1hc 1-.,o,('t I ~i Tht faubop: ~LIIJ!k l h (:.1:r-.•!hh .. v. ar,tt. th.:.I 1n c a.•r .,, IIS J 1,>Ulu11« .• ei'..her b ) w, .... uUr) ctCi ,,, lh mc:ntl'er, CV nlt,('.( ... lSC , &Jfl.} lh.: Cl\'U,1 .m o(ii:4. A.SSCl6 ,UIIOl".!l it--t!"!Cml>:n, the Le,._,,::., 1f11 m, .. n ,~,c-1. )b II be cm11:lc :: m rn,c 1tic 1-o1 h<n:LD lk.)crklc.J a nd lc.ucd c,, :11, ,ro.h ol tt u It\ l --s '-C'r rn,1y dci.~k • lr1.du,J1•.d 1n CIK lC'Uc-r'a P,VllO:I :u i;:i. ..:fwl n hK .ti 11'.C' um,,:. t ,c tus 1vt cf 1mprn,c.mcnr~ 1h1.1c1,.,r. and 1111 nc.ccd~ in vd~ :,,..·t, pt1rt 1on, M ru,;IU.k lht t,,i.c•11 al ~nc h v1luat10ll Ir 1ttt' :i w.cmhr1 . thl· LI'u.-t m.~ a1 uch 1ffl'C z...~c,11 iN' rn:r ro !he r,.t ht 1w 1 k ·11std b~ p.:r inJ: t i' tt'.: Corpor,,1 .. .,.. tu 111..1~1 v alw Hd11ot i'.t of il'Ylrr,nerxni< uror. I\ (S: Th.~ fl11l1:ipc S1n~l! l'u. C-011Y1r110,m t't'ht\o 1u 11dt 11, t h, l.111 ,ll' t-,e'l"t'll'I leu.~ t,, k 1:-....-..1. 11.J,., ill U1.c= C\"t ry pr,,ric1 lfk.~11:. 1n 1l:.. puw rr t-..' I.JM' J,t.1i 1. th .. .u..-n.:, bw 11 ~ d1t1i1-..::tl) undrn.1u .. ._1 1h,:u •N' Corpo~1inn a.::1ir:r 011/~ "'-,u. 1?.c b('nc,olr,1• r ,,,p..,>o. 10 >t':urt l#n.:! ind &.1m r:iHC'r II f,111t.: b.:n:fu c,t 11,r,"' M ho TN) deJut ,t: us.r , '~Ii a ,1 ~ brltl li11t'>k t:.H Ir:\ knr,).C• re~.lc ir.r frorr derec:111 tn C'< llfk 1!,1) TI,c h1rh.)flt Sm~!, fl\ Corp,.H<11l11 1n ri ,tf\.·e.'.i I~ 11,.h1 tn 11',uOH Jk..•hc,,.1,in n~·~n N .ny punio, CJ h hc la,,t! hcn-1r. dl.:s .:,ibcc lu1 pu~lu:: pur1 1C•"-0t1i). u n PJ)lt"-·n : (If 1tit 11,ppn.it.d ,·:s hr M ll ►• 1nipm\'l:'ffii'nf!': lhtrfi!D l h: 1cnn. 1l1 lhll-pYM~rh rt.· h 'f ~~I ~ d.Jrif'\1 ll•L llf!I{ w m •n~1.:t' cush n:• the lcnth()~j iutern1 •nJ lbc in\)tv\''f ,mN"' t~U'l'-.n TJ,i, Q l l( llff,r 11 • p r irp<11'J b_.• J u,rl,,lf, .'i.,.,glt T.u l r.r,,,,._,11 04.,,i Uf, Fn,rlt'.Jf'C .-htl'l'ld 081 ( 10) Shoukl 11 become nettuaty IO delcnniae Lhc nhle of Nid llod, or of tht •~vt"ff'UI~ rhllreoo,. In c,ompli,noc. wath th( provu1001 of c•\llet ), i , or 9, of this leax, llw: wnt ,tau bt cletennlncd by three_._, certified by m. SU.Cc of Alabafl'll. lo be ocloctcd u lollo~, The Corporation anJ llw: Leuoc eoch choolina one. and flit lhttd to ht Kkcttd b)· Die two Sho4tld u y luac Ail 10 na.m, hil cboice wil;Ul thirty days after written noucc by regi~rr,d rmil to do 10, 1hc C01]>0Rlico may nunt ont fbr him (11) Upon wrrltul n:quc,1 oflht L.enec, Oli s kne alldtny kut~ld in&c:R:!lnidenud hcnby will ht uslpDd 10 md1vldut1', eotporlbOns , pwmcnbJp:s or auocia.tJons . Rtquc,t will indicau me>DCW)' ~ if ID)', mortppc. if applicable , and wUI be aocornpa~ by 10 appniul ri:ccu}y c()(l'f)ku.d by a S\alk o f Al•ba~ OCffiflCdappniac,. lfcornp1nMft o(sa~priceand llppf"llta l ntieMct-6d:il:ional land va.tuc i, inc:hldtd UIIUCs price., thlaa.ddilioall Ratruy beCWpj inc009on&ncc •ith P&Bpph I pc.din,: niapp,aisal b)' Blktwin CouNy .R.t"'-ffl.lC Comm&lsfOfl«. Jf I mortpgc: utal, tllea tac monsa,cc mu.tt 91>P")vt auign1Dtnt . Should the Luaec duin: 10 place an y bm of ravicl.JOffi Of rutric'llw COWDUt:1 1,1poo lk lcuchold ink:Jal., 0Uter lhan tbo6e lmpoocd by m,y zonln& ordi:nancc J. lhe ltuot lhall fnt oba i.n die prior wrinea ccnacn r of the Leaor. An oritntltion on Ike' k:uc rrmt be COfTlllttcd by aew Lenee prioJ to MUI.DCC of new lute Upon auig:nmr11 of thi.l lea,, llflttffltT\l, the Ln>or ruerve, II>< ricbl IO iuoc iu arrmt !al<. (ll) Suriooc ri,bb only ar< ho,cby l...ed All oi~ p, and mlncnl r~ta an: n:scr-..d by Ln,01. (13) Tho~''"' shall D<1II pN OT convey any tiMemeol, publ ,C: or po~1c. in. on, Of under lht lealcbokt inlt:re11 withw fn1 obtaminM the «pre:91-.fflkn coMeol of lht-l.uaoJ. (lC) This kale nybt wminated by 1he Lcuec: 18.tt t iK moalhi ' notitt in wmi,c to lht Corpol'lltioo tnd tbt payment oral.I r,)1'( d\.11 to I.he end oftueh ,ix morttJu pc-riod. A l..eNce '-ivin& ft.led the rt-quired notice of ~re to aum:ndc:r, may di.ApoK of a.oy improvemcatl tbcn:ion. (1ubjoc:t 10 d,r COfPOJ»lion 's lie n t,r rmt) bu.I if DOC 1110 4ispoMd o( lht land lball com: to the Corporation, tog,ett,a" wilh ••Y ~row:mern, rem&iai:n& tllcrton. wilhOd uy claim oftht sunt:Dderina Lasct OJI ICCOllJlt o f ,uc:b UTJpovuncnu; me CofJX>fa lion m11 decline co sccept I s-tial aimnder of a leuehold wheR tht portK>• twTndcnd or mamtd, ~ould not. DI its opioK>tl, be derinbk to other Letseu.. The ICnr6 of this pua,npil do 001 appl y d\rini lbt t.imt I moopee e-.irib on tht lu.."'hold i01ere.a1 and l.tr.,ro\olements thcn:,oo or to a l'DOf1!!Jlgcc: l:b81 talu trtk 11 1 n:suh of fnrl!dot~ IC1ion o, by bill-Gf-11k 1n lieu of torodolWt. If tnOrtplft dniru, • 1rt1r lo&K will be iMUOd to monpsec wilM>.-t req\W'tmtnl for orientation citrd in Panlfl;ih 11 . Wbm ffi0f1,:ap tclll the Le.tho~ ircc:ra1 and itnpro¥ementi 1htn paragraph 11 applies. (15) nu i.-ahall b< bindica vpoo lht l>c1ll, rq,i...,n1a1r, .. , aoccuoon and uaignl ofmo le,ace IN Wl™ESS WHE.RF.OF. THE PARTIES HERE UNTO HAVE SET Tl!EIR HANDS I"' DUPLI CATE 2023 2023 ST ATE OF ALABAMA ) BALDWIN COUNTY ) 1, the undersigned Notary Public in and for said Collllty in said State , hereby certify that Lee Turner and Reuben E. David.'01!; !.!! President and Secretary of Fairhope Single Tax Corporation , a corporation signed to the foregoing conveyance and who are known to me, acknowledged before me on this day, that, being informed of the contents of the conveyance, they as such officers and with full authority, executed the same volunt.arily for and a! the act of said corporation . Given und er my hand this £°day~-=:}¾-.3:)_23 {--0:,,o~---c ~ {~) ST A TE OF ALABAMA ) BALDWIN COUNTY ) 1, Pamela Cox Hill Notary • -· .--- PAMELA COX HILL '-OTARYPU!UC, ALASAMI.STAlEAT lARGl: IIY COMMISSION EXPIIIES DEC 09. 2026 County in said State, hereby certify that , A Notary Public, in and for said Philip L. Goodwyn & Michelle R. Goodwyn whose name(s) is (are) signed to the foregoing instrument and who is (are) known to me, acknowledged before me on this day that , being infonned of the contents of the instrument, he (she) (they) executed the same voluntarily on the day the same bears date. fSTC9t09 rn«" ~•" m, '""' .. , IL "1.:, "'-12~ a:zi,B I ( n ·" ,_ i-~-~-Cti.x ___ ~ Notury Public I ;-~·--PAMELA COX HILL ~TAAY f>lJIU:. ALA~ STATE AT IAAGE Y COMMIS SION EXPIRES DEC 09, 2026 7111\ dOOlat,tttl P'tpof'N by Fo1r"4p,t Sv,gl• T OJ Corporation JJ6 F"irltop< A~, --·----------.i Pave 2 of2 082 Summary of Request: Applicant, Ryan Baker of Walcott Adams Verneuille Architects, on behalf of Owners FST/Phillip and Michelle Goodwyn, requests the subject property be rezoned from B-4, Business and Professional District to B-3(a), Tourist Resort Lodging District . The property is approximately 0.15 acres and is located at 491 Pine Avenue . Applicant desires to utilize the subject property as a short-term rental, which is allowed in B-3(a). There is a B-3(a) property ("The Castle") to the north although not directly adjacent. The subject property backs up to City owned property that is part of the Cowpen Creek watershed and basin for Big Mouth Gully . -,L C! ;r.. u z ,tf. m F·II I '-I I 'lfJL S T Figure 1: Map of subject and adjacent properties with zoning . 1 ZC 23 .04 Rezoning 491 Pine Avenue from B-4 to B-3(a)-September 7, 2023 083 Comments: The subject property abuts the Central Business District ("CBO") but is not within the CBD. The Owners also own 493 Pine Avenue as a residence. Previously, the subject property was a condominium duplex called "The Ruchery." The Owners intend to keep the structure as a duplex and as is for the immediate future. B- 3(a) zoning allows for a two-family dwelling; whereas 8-4 does not; thus, the change in zoning will make the current situation conforming . Figure 2: Google Street View last visited on August 24, 2023. Owners, so long as they reside at 493 Pine Avenue, can combine the lots that make up 491 and 493 Pine Avenue and create a Bed & Breakfast, which is allowed by right. Bed and Breakfast or To11rist Home -a business where lodging and/or meals are provided incidental to a principle single-family dwelling, where no cooking or dining facilities are provided in individual rooms, and where the owner resides on the premises. A hotel/motel is also allowed by right; however, the latter use would most likely benefit from the addition of more units and any addition of units will require a MOP approval. Other potentially popular uses such as a bar or restaurant are permitted only on appeal and subject to special conditions. B-3{a) restricts commercial activities to restaurants and the restaurant would have to be attached to or an integral part of the complex. 2 ZC 23.04 Rezoning 491 Pine Avenue from B-4 to B-3(a) -September 7, 2023 084 Table 3-1: Use Table fo1· B zonings !zoning District !Uses Categories 1 Specific Uses 0 ..0 -. N M. ~ . . O'.l 00 ,m ,1!l 00 °"·eDing Single-family • • • • • . Two-family • • • • Townhopse 3 , 3 Patio Home Multiple-family I .\p8!11Jlent 0 0 Manufactured Home .Mixed-use • • • • • Accessory DweDing , 3 3 3 3 F.state =.:.... Office -~•·--- General • • • • Profession.al • • • • Home Occupation 3 3 , , , - Retail Gtocay • • • Convenience Store 3 , , Genera Metelwldise • • • Shopping Center • Automobile Sm'ice Station 0 0 Outdoor Sales limited 0 Outdoor Sales Lot 0 Guden Center 0 0 - 3 ZC 23 .04 Rezoning 491 Pine Avenue from B-4 to B-3(a)-September 7, 2023 085 Table 3-1: Use Table for B zonings (Continued) ., ..0 -N ':· 'If 00 (D • . lil m CD Convalescent or ursin~ Home 0 0 0 0 Clinic 0 0 0 Outdoor Re.creation Facility 0 0 • 0 Daycare 0 0 0 0 General Personal Sen-ices • • .Momwy or Funeral Home 0 0 .Automobile Repair • lndoM Recnation • • 0 D1y Clean« laundf}' • 0 Personal Storage 0 3 3 Bed & Breakfast • Hotel I Motel 0 • • Boarding House or Donnitoty • • • Recreational Vehicle Park 3 3 Restaurant 0 • 0 • Bar • 0 • Entertainment Venue • 0 Marina 0 0 Kennel or Animal Hospital 0 0 Warehouse Junk Yard or Salvage Yard 4 ZC 23 .04 Rezoning 491 Pine Avenue from B-4 to B-3(a) -September 7, 2023 086 \J n il Cn• Unit t .o, 1 ,, r ,o:r --..!...1..L-•ci fl ~-Cl II Lri o f loo • _, •-· _t q ,, ___,:hi__sf.l I i r:~~:T r:oo~ P~Oi S(.M ( I I •" • I •fl • ~l l i ·1 .. . .it.ll \\'t ,,,:·J.:..:tl__ i I ; I : 1' --F - ;I i StC~t-l:>. fLt?"". f=L ti t; it41.l . ,j.· . I-~ • ·--l _J 7 -P.r"1.r :!-"'' Figure 3: The Ruchery As-Bui/ts recorded as Instrument 1247800. 5 t,J,J..1 . 1/'' I •(.,' N ,., . - ~ ~I ~· ~ I . . 7 ~ ---. k L] ~J . . 7 ZC 23.04 Rezoning 491 Pine Avenue from 8-4 to B-3(a) -September 7, 2023 087 There is an existing Easement Maintenance Agreement recorded as Instrument#: 1284698. Its entirety is within the packet . In sum, there is a 15ft driveway easement that is part of Parcel B (493 Pine Ave .) and serves as ingress/egress to Parcels A & B. The Agreement runs with the land in the event Parcels A and B have different owners. The Agreement also addresses utilities located or potentially located within the easement and the cost and maintenance thereof. -..,.,,,,,,,., «AU I {fi_~"')~: .. __ .. ! l I l ~ p, F:, Fl El .. . \. J /' : -·11111 CONDO ~,._.,.. <>ClNDn -· ·- 1.,,-,W•' -.,;1, !I_,,. l I I I ~ PINE AV NUE •_..a.Pine a-... .,.,,r::;--:::::-::::.--~ _...____ Figure 4 : Re-Plat dated December 2009 and recorded as Slide 2430-D. The Zoning Ordinance defines 8-4 Business and Professional District as follows: Parcel HB"' ' faa; ft.,ai, Nu~ N •a.oa.,a7,o,007.Me,_C01 .. ,.,..,..._..._, ...... ,N). .. , r ,,.-.. -. ' "B-4 Business and Professional District: This district is intended to provide opportunity for business establishments of a professional nature and is restricted to offices and businesses, which provide specific corporate functions or professional services to the general public." See Art. Ill, Section A(14). 6 ZC 23.04 Rezoning 491 Pine Avenue from B-4 to B-3(a)-September 7, 2023 -., 088 The Zoning Ordinance defines B-3(a) Business and Professional District as follows : "B-3a Tourist Resort Lodging District: This district is intended to provide commercial and resort areas at appropriate locations to serve the needs of tourists visiting the Bay Beaches and related recreational and cultural attractions. Commercial activities restricted to restaurants, which are attached to or are an integral part of the complex are permitted ." See Art. Ill, Section A(12). A Re -Zon i ng Request is considered a Zoning Map Amendment and the application is reviewed pursuant to the Criteria in Art. II, Section B(l)(e). (1) Compliance with the Comprehensive Plan; Response: The 2015 Comprehensive Plan states that downtown Fairhope is the ultimate Village Center. The subject property is within downtown and meets the form, function, and design standards because it is a source for both tourists and locals. It accomplishes this as B-4 and as B-3(a), but probably more so as B-3(a) since the subject property will cater more to tourists; whereas B-4 is business establishments of a professional nature and is restricted to offices and businesses that provide specific corporate functions or professional services to the general public. (2) Compliance with the standards, goals, and intent of this ordinance; Response: Meets. The current use is non-conforming in B-4, but will be compliant in B-3(a). (3) The character of the surrounding property, including any pending development activity; Response: Meets. Owners have stated that they do not have any further development plans currently. (4) Adequacy of public infrastructure to support the proposed development; Response: Meets. Already an existing structure with utilities and there are no plans for any additiona l demands on infrastructure. (5) Impacts on natural resources, including existing conditions and ongoing post-development conditions; Response: Meets. This zoning change will not negatively impact natural resources or current/future conditions . (6) Compliance with other laws and regulations of the City; Response: Meets. Any future development is subject to all applicable laws of the City . (7) Compliance with other applicable laws and regulations of other jurisdictions; Response: Meets. Any future development is subject to all applicable laws . (8) Impacts on adjacent property including noise, traffic, visible intrusions, potential physical impacts, and property values; and, 7 ZC 23 .04 Rezoning 491 Pine Avenue from B-4 to B-3(a)-September 7, 2023 089 Response: Staff does not anticipate any significant issues relating to this criterion currently. (9) Impacts on the surrounding neighborhood including noise, traffic, visible intrusions, potential physical impacts, and property values. Response: Staff does not anticipate any significant issues relating to this criterion currently. Recommendation : Staff recommends approval of ZC 23.04 . 8 ZC 23.04 Rezoning 491 Pine Avenue from 8-4 to B-3(a)-September 7, 2023 090 UHOIUM'n~ ......,,...,._.,_..._,.,...__,..._ -&.a-. 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Rudolf 091 i I I 0"'. iff.[ tii itt 8 s ~ 111 s l -i/t' a i:l . 6 ;f" M ••• 00 00 "' •• tJf ~W~ H--rt-t-t-tit-1"-t-H--rH--rtit-1"-t-H-+t-t-t-;-H+H-+t-tr+-t-H-+-Hr++-H-+--+-t-+-Hr+-t-H-t---Hr++-+-lr+-+-H------1 § ~ l • • • • • 0IC 0 00 00 • R-A ~8:!t-8 t-t--1t-t-t--t-t--t-t--t-r--t-t-t-t-l-+-t-+-t--+-+--t-r--t-t-t-+-il-+-+--+-+~+-+--+-+-~+-+-,1-+-+--+-+-+-+-+-+-4-4-l--+-ll--+-f-4-+-~-+-+-1-+---- § 5. • • • • • •• !l !: ~ .. 0 O•• 0 00 00 "' 0 10 • • 0 .. 0 .. R-l(a.b.c) R-2 R-3nt "' 0 .. R-3PKJH 00 00 .. 0 10 •• 0 •••• • R-3 00 010 .. 0 o• • 0 •••• R-4 00 010 .. 0 le:• • 0 • ••• . ..... R-, .. 0 R~ 0 •• •o 0:0 IC . .. . .. .. 0 IC• •o 0 •••• .. . "' .. B-1 IC IC •• . ... •lo 00 •• IC• 00 010 00 010 •• .. . ... . • 0 IC• •O 0 • ••• "' . "' .. B-2 lclc 00 • • • 00 olo 0 ... 6 le'• eo 'o ••• .. • 0 •'• B-3a IC 0 • •'" • ., O • • .. • .. • • 0 ••• .. • 0 •• B-3b IC • .. le 00 le "'• • 0 • • 0 • ••• "' . "' . B-4 0 • • 0 • 0"' • 0 0 • •IC • 0 0 01c O 0 0 0 • w • •• 00••00 •••• M-1 o••• 0•1c1c0 ... •00••lc•0001c: 00010 .... • • 01c • • 0 0 • • • • M-2 Utc1 in the PUD District shall be specified bucd on a development plM aceottlinr; to the standards Md procedures d this ottlinoncc PUD 0 .. 010 • • •• . ... "'"' 111 I I VilM • 100•• • •00•100••00• 0 o ........... OO••ooo••·· 1,1,1 • \,1,1 • NVC • 00ee • eooeooeeooe 0 Ow ewe wee 00eeO00•••• Cvt:' 0 • o •ooo o o ., •• oo••ooo•••• .. • 0 ••• HTD ..; .. 5!: ... IN I ... ~ "' ... • S?: ... > f "' B. l-c:: a :, b, 092 ,~- WW """" u., ~ ,1tt•· ... 1111•· II tn, ~•t .,.,n l i 'H ,1r-•· - fft'I .... ,, ..... f'I 'IJ ·ti:. ..... -.... (,, ..... ~ .. t~:; '""11 ••1 093 I I I I ! i l L_ ·-.. -•-. (1) _____ ··-· ,I 094 ·r.-r I I I 095 r i ,1 ---~-=--------j,- __ ,,,,-·;o·,,.,t ____ ___ ,, ,, .L ---.·.•---·1 ..... • •• -.-•• J 096 n I ' • r ,. i ~! ~ ~ r ; ;:.~ _c,-~---1 ' 'i I' ii j I I 097 " .. ,. , •. -,7. •-:1 ;~ , , i 1 __., 'I ; . , • r:·•• ~ t .?: . -,~ ,~ c:I~} I .:r,,j, j :·· -~ :-:·~ ~•hi! ft.h •hV,.. ~,1,i ,1 hl1l 1 ...... , .. --~- ''•tr ·(ff ::· 098 I .... _-.... .... , ___ __ ......... ;·-r- ---- ' -'i .4:!i;..~-·-- ,.,i._L iCi:~1"t° --~----~::! -7 o!7 099 DRIVEWAY EASEMENT MAINTENANCE AGREEMENT ST ATE OF ALABAMA COUNTY OF BALDWIN This Driveway Easement Maintenance Agreement is entered into on the &ri day of J)fil , 201 I , by and between JOHN T. RUDOLF, NKIA JOHN THOMAS RUDOLF and SUZAN MEGREZ RUDOLF, hereinafter collectively referred to as "RUDOLF". WHEREAS, RUDOLF is the owner of certain leasehold property located in Fairho'r-f IOlflr -;; Baldwin County, Alabama, and described as follows, to wit: · / U U ~ ! ; ! ~ Commence at the point of intersection of the East r.o.w. of Bancroft Street and the ) ~ South r.o .w. of said Oak Street in the City of Fairhope, Alabama and run thence East, / ijl ~ along the South r.o .w . of said Oak Street, a distance of 132 feet; thence run South, f ~ .... ~~... ~ a distance of 132 feet for a Point of Beginning: continue thence South, a distance of 1 ~j::.,.~ ~ 132 feet; thence run East, a distance of 165 feet; thence run North, a distance of 132 l j~~.,,.,, ~ feet; thence run West, a distance of 165 feet to the P.O.B. Tract contains 0.50 acres, / ~i; 11 :: ~ more or less and lies in the NW 1/4 of Section 17 , Township 6 South , Range 2 East, I !its:-t.F ~ . . .ta:~ •1:; ;3i;; Saint Stephen's Meridian, Baldwin County , Alabama. ' m.:=ii:~ .... -• WHEREAS, RUDOLF has caused the above described parcel of property to be replatted and divided into two separate parcels of property known as Parcel "A" and Parcel "B", as is shown on a replat of said property, dated the 24 th day of April, 2009, and recorded at Slide No. 2430-D, in the Office of the Judge of Probate of Baldwin County, Alabama, a copy of said replat is attached hereto as Exhibit "A" and made a part hereof; WHEREAS, Parcel "A" of said replat is described as follows, to wit : Commence at the point ofintersection of the East right-of-way of Bancroft Street and the South right-of-way o_fOak Street in the City of Fairhope, Alabama and run thence East, along the South right-of-way of said Oak Street, a distance of 132.0 feet; thence run South, a distance of 132 .0 feet to a round head bolt marker for a · POINT OF BEGINNING : Thence run South ·89°55 '30" East, 50.0 to an iron pin marker; thence run South , 131 .9 feet to an iron pin marker on the North margin of "Pine Street"; 100 thence run North 89°54' West, along the North margin of said street , 50 .0 feet to an iron pin marker; thence run North, 131 .9 feet to the Point of Beginning . Parcel contains 0 .151 acres , more or less (6 ,595 sq .ft.), and lies within the Northwest Quarter of Section 17 , Township 6 South, Range 2 East, Baldwin County, Alabama. TOGETHER WITH a 15 foot wide Driveway Easement to provide ingress and egress described as follows , TO ., WIT : Commence at the point of intersection of the East right-of-way of Bancroft Street and the South right-of-way of Oak Street in the City of Fairhope, Alabama and run thence East, along the South right-of-way of said Oak Street, a distance of 132 .0 feet; thence run South , a distance of 132 .0 feet; thence run South 89 ° 55'30" East, 50 .0 feet to an iron pin marker; thence run South, 32.7 feet to an iron pin marker for a POINT OF BEGINNING: Thence run East, 15.0 feet to a nail and cap marker; thence run South, 99 .25 feet to a nail and cap marker in the North face of a 36-inch Oak Tree on the North margin of "J>ine Street"; thence run North 89°54' West, along .the North margin of said street, 15.0 feet to an iron pin marker; thence run North , 99.2 feet to the Point of Beginning . Easement lies within the Northwest Quarter of Section 17, Township 6 South ; Range 2 East, Baldwin County, Alabama. WHEREAS, Parcel "B " of said replat is described as follows, to wit: Commence at the point of intersection of the East right-of-way of Bancroft Street and the South right-of-way of Oak Street in the City of Fairhope, Alabama and run thence East , along the South right -of-way of said Oak Street, a distance of 132 .0 feet; thence ' ' ' run South , a distance of 132 .'0 feet to a round head bolt marker; .thence run South 89°5~'30" East , 50 .0 feet to an iron pin marker for a POINT OF BEGINNING : Thence continue South ·89 ° 55'30" East, l 1 (8 feet to an opentop iron pipe marker; thence run South, 132 .0 feet to _a concrete block m~ker on the North margin of"Pine -Street"; thence run North 89° 54' West, along the North margin of said street, 1 I 5.0 feet to an iron ·pin marker; thence run North , 131.9 feet to the Point of Beginning. SUBJECT TO a 15 foot wide Driveway Easement over and across a portion of the West margin thereof to provide ingress and egress. Parcel contains 0 .348 acres, more or less, (15,161 sq .ft .), and lies within the Northwest Quarter of Section 17, Township 6 South , Range 2 East, Baldwin County, Alabama . WHEREAS , said replat shows a "15 Foot Wide Driveway Easement", which is a part of Parcel "B" and which provides ingress and egress to bqth Parcel "A " and Parcel "B" and is described as follows , to wit: 101 Commence at the point ofintersection of the East right-of-way of Bancroft Street and • the South right-of-way of.Oak Street in the City of Fairhope, Alabama and run thence East, along the South right-of-way of said Oak Street, a dis_tance of 131.0 feet; thence run South, _a distance of 132.0 feet; thence run South 89°55'30" East, 50.0 feet to an iron pin marker; thence run South, n . 7 feet to an iron pin marker for a POINT OF BEGINNING: Thence run East, 15.0 feet to a nail and cap marker; thence run South, 99.2·5 feet to a nail and cap marker in the North face of a -36-inch Oak Tree on the North margin o_f"Pine Street"; thence run North 89°54' West, along the North margin of said street, 15. 0 feet to an iron pin marker; thence run North, 99 .2 feet to the Point of Beginning. Easement lies within the Northwest Quarter of Section 17, Township . 6, South, Range 2 East, Bal _dwin ~ounty, Alabama. WHEREAS, RUDOLF anticipates that Pare~] "A" and Parcel "B" will, at some time in . the future, be sold ·_to different persons or entities, and for .that reason, RUDOLF wishes to enter into this Driveway Easement Maintenance Agreement defining the rights ~d obligations which the future leasehold owners of Parcel "A" and Parcel "B" have regarding said I 5 foot wide driveway easement. NOW, THEREFORE, for and in consideration of the sum of Ten Dollars ($10.00) and other good and valuable consideration and the covenants and agreements contained herein, RUDOLF does hereby agree and bind themselves as follows: 1. The above described ~•15 Foot Wide Driveway Easement" shall be a part of the leasehold property known as Parcel "B", however, said "15 Foot Wide Driveway Easement" shall provide ingress ~d egress· to both Parcel "A" and Parcel "B". 2. This Agreement shall be deemed to be a covenant _running with the land and shall be binding upon the future leasehold owners of Parcel "A" and Parcel "B" and their personal representatives, successors, and assigns. J 3. The leasehold owners of Parcel "A" and Parcel "B" shall share equally in the ordinary and necessary maintenance and repair of said easement and shall maintain said easement in a like or simil~ condition as exists at the time of the execution of this Agreement. 102 4. Should any utilities or other similar improvements need to be placed within the easement which shall be for the mutu~I benefit of both Parcel "A" and Parcel "B", then, and in that event, the leasehold owners of both Parcel "A" and Parcel "B" shall be equally respo~sible for the cost of placing such improvements within the easement and shall also be equally responsible for returning the easemeQt to the same condition as it existed prior to such improvements being placed within the easement. 5. Should any utilities or other similar improvements need to be placed within the · easement which shall be for the exclusive benefit of either Parcel "A" or Parcel "B", then; and in that event, the leasehold owner of the pai:cel which shall benefit from such improvemerits shall . J . . be solely responsible for the cost of placing such improvements within the easement and shall also be solely responsible for the cost of returning the easement to the same condition as it · existed prior to such improvements being placed within the easement. • 6 . Should ·the leasehold owner of Parcel "A" or Parcel "B", their agents, employees, contractors, or subcontractors, cause ,any damage to said easement , without any fau _lt of the other leasehold owner, then, and in that event, that leasehold owner causing the damage shall be solely responsible for the repair of such damage. 7 . Should it be necessary for one leasehold owner to pursue legal action against the other leasehold owner, for the enforcement of any of the terms and conditions of this Agreement, then , and in that event , the prevailing party in such legal acti~n shall be entitled to recover all reasonable costs incurred in pursuing ·this legal action ,· including, but not limited to , a reasonable attorney's fee. 103 8; This Agreement shall be construed in accordance with the terms and conditions of the 99 year ground lease issued to each leasehold owner by Fairhope Single Tax Corporation and the laws of the State of Alabama. 9. The terms and conditions of this .Agreement shall be amended only upon the joint agreement of the leasehold owners of Parcel "A" and Parcel "B" and in the event that any dispute shall arise regarding the enforcement of the terms and conditions of this Agreement, or any amendment to this Agreement , such dispute shall be resolved by a court of competent jurisdiction in Baldwin County, Alabama. • • IN WITNESS WHEREOF, we have ·hereto set our hands and seals on this the.gy of ......... ~--f@!)--=-----' 2011. JOHN T . RUDOLF, AIK/A JOHN THOMAS RUDOLF SUZ 'AN MEGREZRUDF 104 ST ATE OF ALABAMA COUNTY OF BALDWIN I, ~ L ~ , a Not31)' Public in and for said County in said State, herey certify that JOHN T . RUDOLF, AfK/A JOHN THOMAS RUDOLF, whose name is signed to the foregoing instrument and who is known to me, acknowledged before me on this day that , being informed of the contents of said Driveway Easement Maintenance Agreement, he executed the same voluntarily on the day the same bears date . Given under my hand and seal on this the~ay of May, 20) I . My Commission Expires : 1frmf do1{ STATE OF ALABAMA COUNTY OF BALDWIN ~L ~~ Notary Public I, ~ l,. N&n a Not31)' Public in and for said County in said State, hereby certify that SUZAN MEGREZ RUDOLF, whose name is signed to the foregoing instrument and who is known to me, acknowledged before me on this day that , being informed of the contents of said Driveway Easement Maintenance Agreement , she executed the same voluntarily on the day the same bears date. Given under my hand and seal _on this th&l day of May , 2011. Co-d L -~~ Notary Public 105 ORDINANCE NO. 1336 AN ORDINANCE AMENDING ORDINANCE N0.1253 KNOWN AS THE ZONING ORDINANCE BE IT ORDAINED BY THE CITI' COUNCIL OI-THE CITY OF fl\.lRHOT'r , ALABAMA as follows : The ordiTuwce luiown as tl1e Zoning Ordin;tUce (No . 1253), adopted 27 June 2005, together with I.he Zoning Map of the Cit} of Fairhope, be and the wme herehy is chucged uo d altered in rtsp::ct lo Uial certain property described bclo\\': After the aprrop1iale public notice ,md he.aring of the Plnnning and Zouing Cuuunissiun of the City ofFa..irho pe, Alabam11 hilS forwanlc:t.1 an unfavorable recomme111btions . Short-1 cnn Rental -Inclu des any person, firm , entity, partnership. trnst , corporation , as~0ciation, or organils.lion 0ull is m1ting a dwe)Jjng for less than 30 day s nre uut allmrl'cl in R-1, R-2, nnd R-3 . Short-trrm Rent als sh:ill only be: allowed in ll.le R-4. R-S , B-1, B-2, B-3a and B-3b 10oiug district:;. Sho rt -tr.rm rent:ill> shall be ~ubject m 1he Business License Code of U1e Cit) of Fairho pe Scvcrubility Clause -if any pnrt, ~ec-tion of rnbdivision of th i~ ordinance shRII be held WJconst ituti onal or in valid for noy reason , such holding ~haU not be construed to invalida te or impair th ~ remainder oftJ1is ordinuncc, which 5hall continue in fu]J fon:.c 2.nd effect uotw ithslanding s11ch holcliug . EITeclin Dote -This ordinnncc shall t:cke c:ft~d immt:dialely upon i1 s due ndoptiou nnd puhlic;,tion a.s re quired by !Jw . Adop1ed mid approved this 23rd day of --"-•h,:.,1l'-'-v __ _, 2007. 106 N ~ WWE s ZonlngDistrict -B-1 • Local Shopp,ng Otslnct 8-2 • General Busmess Otstnct 1111 B-3a -Tounst Resort lodgmg O.stnO 1111 B-3b -Tounsl Resort Commercial Service Oislnct ... B-4 -Business and Professional Oistnct HTO -Highway Tra nsition Oisloct M -1 -Light lndus1nal Oslnct -P-1 -Par~ng PUD -Planned Urvt Oevelopmenl R-1 -Low OenSlty S1ngle-Famdy m R1 (a) Re&1dent1al Uncertain ~ Rt(b) -Resk:lent1al Uncertain ~ Rt(c) Re$1dent1alU ncerta1n R-2 -Medium OenSlty Single -Family R-3 • High Density Smgle-Famty R-3PGH -Paha/Garden Smgle-Farnty CJ R-3TH • Townhouse Smgle Famty R-4 -Low Density Mult1-F amily R-5 -High Density Dwelling Res,dential R-6 -Mobile Home Park Otstnd 111111 R-A -Reslde nt1al/Ag nculture District ~ TR -Tourist Resoo Exhibit A: The Property of FST & Phillip Goodwyn Rezoning from 8-4 to B-3a (ZC 23.04) 107 FROM: CITY OF FAIRHOPE AGENDA MEMORANDUM I Erin Wolfe SUBJECT: Green Sheet and City Council Approval for Procurement of the NEOGOV Human Resources Management Suite AGENDA November 13 , 2023 DATE: RECOMMENDED ACTION: Approval of the procurement of the NEOGOV Human Resources Management Suite for $13,668.50. - BACKGROUND INFORMATION: The Director of Human Resources , Hannah Noonan, requests approval for the procurement of the NEOGOV Human Resources Management Suite. The custom bundle from Governmentjobs .com , Inc . d/b/a NEOGOV includes: • Custom Bundle Setup and Training -One Time Cost of $5 ,500 .00 • Insight License , Candidate Text Messaging (CTM), and Government Jobs - $8, 168 .50 for first year of contract. Total cost of the NEOGOV Human Resources Management Suite for the first year is Thirteen Thousand Six Hundred Sixty-Eight Dollars and Fifty Cents ($13 ,668 .50). There is a remaining budget amount from the time keeping system of $12 ,887 .00. We request to transfer budget from 001100 -50300 to 001170-50300 to fund most of this procurement for the first year. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001170-HR -Computer $0 .00 $13 ,668.50 ($13 ,668 .50) 50300 Expense $12 ,887 .00 $0.00 $121887 .50 001100 -Gen'I Gov't -$781 .00 50300 Computer Expense I 108 GRANT: NIA LEGAL IMPACT: NIA FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: NIA lndividual(s) responsible for follow up: NIA Action required (list contact persons/addresses if documents are to be mailed or emailed): NIA 109 RESOLUTION NO. __ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , That the City of Fairhope has voted to purchase NEOGOV Online Application Tracking System from Govemmentjobs .com d/b /a NEOGOV with a cost of $13 ,668 .50 ; and authorizes the transfer budget 001100- 50300 to 001170-50300 to fund most of thi s procurement for the first year. Adopted on this 13th day of November, 2023 Attest: Lisa A . Hanks , MMC City Clerk Jay Robinson , Council President 110 COF Project No. 2392 City of Fairhope Project Funding Request NOV 3 '23 All'.8 :09 Issuing Dare · ___ 1'-1"-/=2lc:2.::c0:.23::._. __ Please return this Routing Sheet to Tr ASAP Proiect Name . Approve the Procurement of NEOGOV Human Resources Management Software Suite Project Location: Human Resources Resolu110n # • Presented to City Council: ---'1'-'1'-/1'-'3'-'/2:..:0c:2..c.3 __ Approved _____ _ Funding Request Sponsor· Hannah Noonan Director of Human Resources Changed _____ _ Jeff Montgomery, Director of Information Technology Rejeded _____ _ Project Cash Requirement Requested Cost: $ 13 668 .50 NOl•IC>-..cud Amount Vendor: government]obs.com dlb/a NEOGOV (Vendor #TBD) Proiect Engineer: .,_n:.:.la,:_ ________________________________________ _ Order Date: ____ n'"'/'-"a'----Lead Time __ _.:.:nl:..:a=--------- Department Funding This Project General 0 Gas 0 Electric 0 WateO Wastewater C Sanitation C Cap Project 0 Impact C Gas Tax C FedGrant C Department of General Fund Providing the Funding Landsc-36L C C Police-15 0 Ftre -20 [j ECD-24 C Rec-25 u Civic-26 C Street-35 C Meter-19 ,..... IT-16i¥C Adm in-10 Bldg-13 l... Fleet-46 C Golf -SO C Gott Grounds-55 D Museum-27 C NonDeptFac-75 D Debt Senrice-85 C M•nn•J ◄ D Plan/Zone-12 C Adult Rec-30 D HR-1 Project will be Funding Source · Expensed XXX 0 Operating Expenses XXX [Z Capitalized C Budgeted Capital C Inventoried C Unfunded Ci Expense Code · 001170-50300 Federal• not to exceed amount GI L Acct Name . Human Resources -Computer Expense State City Local Proiect Budgeted $ 121887 .00 Balance Sheet Item-C Included 1n proiected cash flow Bond . Title Year Over (Under) budget amount · $ 781 .50 Loan : Title Year Approve the procurement of NEOGOV Human Resource, Management Softwar• Suite for the no1-to••ceed amount of $13,66&.S0 for the first year. AuthOr"ize trans.fer of remaining fY2• budge-I funda Jn Gene-ra1 Govunment Computer f111P9nH 001100-50300 In the •mount of $12 ,887 .00 to Human Resources • Computer E111pense 001170.50300 to fund the maJQrtty of this procurtment n,ese funds are av■il1bl1 due to the llmehNping System expense coming in Capital Lease · Payment under budge-I -Term City Council Pnor ApprovaVD.ite? _______ _ Senior Accountant City Treasurer Mayor Purchas ing Memo Date ___ 10_1~3~0~12~0~2~3 __ Purchasing Memo Dale ___ 1~0~/3~0/=2~02=3~-- 111 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 161 North Section St . PO Drawer 429 Fairhope , AL 36533 251-928 -213 6 (p) 251-928-6776 (f) www. fa i rho pea I.gov MEMO To: From : Date : Re : Suzanne Doughty, Senior Accountant Kimberly Creech, Treasurer Erin Wolfe , Purchasing Manager October 30 , 2023 City Council Approval for Procurement of the NEOGOV Human Resources Management Suite The Director of Human Resources , Hannah Noonan , requests approval for the procurement of the NEOGOV Human Resources Management Suite . The custom bundle from Governmentjobs .com , Inc . d/b/a NEOGOV includes : • Custom Bundle Setup and Training -One Time Cost of $5 ,500 .00 • Insight License , Candidate Text Messaging (CTM), and Government Jobs - $8 , 168. 50 for first year of contract. Total cost of the NEOGOV Human Resources Management Suite for the first year is Thirteen Thousand Six Hundred Sixty-Eight Dollars and Fifty Cents ($13 ,668 .50). There is a remaining budget amount from the time keeping system of $12 ,887 .00 . We request to transfer budget from 001100-50300 to 001170-50300 to fund most of this procurement for the first year. Please compose a Green Sheet and place on the next available City Council Agenda this request for the procurement of the NEOGOV Human Resources Management Suite for $13,668.50 . CC : Hannah Noonan , Jeff Montgomery , Clint Steadham 112 GO 113 Exhibit A Order Form NEOGOV Governmentjobs .com , Inc . (dba "NEOGOV") 2120 Park Pl , Suite 100 El Segundo , CA 90245 United States billing@neogov.com Sales Rep: Alex Oberheide Quote Valid From : 10/18/2023 Quote Valid To: 12/13/2023 Employee Count: 410 Order Summary Year1 Service Description Custom Bundle Includes Insight Lice se , Candidate T g (Cli ), Government Jobs , Year2 Service Description Custom Bundle Includes Insight License , Candidate Text Messaging (CTM), Government Jobs , G Customer : Fairhope , City of (AL) Fairhope , AL USA Quote Number: Q-1S 2 PaymentTerms : Annual.Net 30 Subscripti lil Term in Months: 36 End Date Year 1 TOTAL: Start Date End Date Year 2 TOTAL: Term Price (USO) $8,168 .50 $8 ,168 .50 Term Price (USO) $16 ,399 .00 $16 ,399 .00 114 Year3 Service Description Start Date End Date Term Price (USD) Custom Bundle $16,891 .00 Includes Insight License , Candidate Text Messaging (CTM), Government Jobs , Year 3 TOTAL: $16,891.00 Year1 Service Description Start Date End Date Term Price (USD) Custom Bundle Setup and Training $5 ,500 .00 Year 1 TOTA $5,500 .00 115 A . Terms and Conditions 1. Agreement. This Ordering Document and the Services purchased herein are expressly conditioned upon the acceptance by Customer of the terms of the NEOGOV Services Agreement either affixed hereto or the version most recently published prior to execution of this Ordering Form available at https ://www .neogov .com/service -spec ifications . Unless otherwise stated , all capitalized terms used but not defined in this Order Form shall have the meanings given to them in the NEOGOV Services Agreement . 2. Effectiveness & Modification . Neither Customer nor NEOGOV will be bound by this Ordering Document until it has been signed by its authorized representative (the "Effective Date"). Unless otherwise stated in this Ordering Document , all Saas Subscriptions shall commence on the Effective Date . This Ordering Document may not be modified or amended except through a written instrument signed by the parties . 3. Summary of Fees . Listed above is a summary of Fees under this Order. Once placed , your order shall be non-cancelable and the sums paid nonrefundable , except as provided in the Agreement. 4 . Order of Precedence . This Ordering Document shall take precedence in the event of direct conflict with the Services Agreement , applicable Schedules , and Service Specifications . B. Special Conditions (if any). • Initial Term : 36 months • The City of Fairhope shall be invoiced a portion of the Year 1 Subscript ion fee in the sum of $5 ,500 .00 upon execution of this order form valid through 12/13/23 • The remaining Year 1 Initial Term Subscription Fee shall be invo iced on March 1, 2024 and each anniversary thereafter ." "Fairhope, City of (AL)" Signature : Print Name : Date : 116 Name : Hannah Noonan CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Date : 10.30.2023 Department: Human Resources Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Unde r $5 ,000 No restrictions Not Required N/A N/A Utilities $5 ,001 -$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A Greater than : Operational NON -Budgeted Three Council Reguired Gen Govt -$5 ,001 Utilities -$10,001 Gen Govt -$5,001 -$30,000 Operational Budgeted Three Treasurer N/A Utilities -$10,001 -$30,000 Over $30 ,000 Operational Budget * State Bid List or Treasurer/Mayor N/A Buying Group Over $30 ,000/$100,000 Operational Budgeted Bids Council Reguired Professional Service Over $5 ,000 Budgeted or Non-Budgeted Mayor Select Council Reguired Resolution N/A ~ Reguired ~ N/A Reguired Reguired "'Budgeted i tems that meet or are under budget may be purchased with the Mayor and/or Treasurer's approval if they are an the State Bid list or from on approved buying group. Items that are aver budg et 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. Vendor Name 1. Cli ck or tap he re to e nter te xt . 2. Cl ick or tap here t o e nter te xt. 3 . Cli ck or tap he re to ent e r te xt. QUOTES $ $ $ Vendor Quote ----------------- Check any applicable boxes: D State Contract □ ALDOT D Purchasing Group D Sole Source (Attach Sole Source Justification) ITEM OR SERVICE INFORMATION 1. What item or service do you need to purchase? NEOGOV Online Applicant Tracking System 2 . What is the total cost of the item or service? $13,668.50 3. How many do you need? 1 4 . Item or Service Is :□ New □ Used □ Replacement CgJ Annual Request 5 . Vendor Name (Lowest Quote): Governmentjobs .com (dba "NEOGOV ") 6 . Vendor Number: Click or tap he r e to enter t ex t. 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 CgJ No □ Emergency Request 2 . If budgeted, what is the budgeted amount? Cli ck or tap here t o e nt e r t ex t. 3 . Budget code : Cli ck o r tap here t o e nter t ex t . Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunninqham@FairhopeAL.gov. PUR -004 • 082522 117 RESOLUTION NO. --- BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , That the City Council authorizes and approves the hiring of the new Purchasing Agent to allow the current Purchasing Agent (Pay Grade 8), who is retiring at the end of December 2023 , to work with and train the new employee prior to his leaving. This will be beneficial to the City as well as the new hire. The temporary position will expire upon retirement of the current Purchasing Agent. ADOPTED THIS 13TH DAY OF NOVEMBER, 2023 ATTEST: Lisa A. Hanks , MMC City Clerk Jay Robinson , Council President 118 Job Title : Department: FLSA: CITY OF FAIRHOPE JOB DESCRIPTION Purchasing Agent Treasury Grade : 8 Safety Sensitive : No Security Sensitive : Yes Job Description Prepared : May 2021 Note : Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all-inclusive . The employee may be assigned other duties that are not specifically included . Reports to : Subordinate Staff: Internal Contacts : External Contacts : Relationships Warehouse and Purchasing Supervisor None All Departments ; All Employees Vendors; Consultants Job Summary Under the general supervIsIon of the Warehouse and Purchasing Supervisor, the employee is responsible for performing a wide range of activities associated with the procurement of goods and services and with the management of materials and equipment. The employee organizes and plans the centralized purchasing process . The employee is responsible for issuing purchase orders (POs) and processing purchase requisitions . The employee performs duties, activities , and functions in accordance with legal requirements and established polices. The employee assists with the development , installation and maintenance of systems, procedures, and forms necessary to the purchasing function . Works closely with the Warehouse and Purchasing Supervisor for capital budget purchase and overall budget control. The employee represents the City by greeting visitors , interacting with vendors , and providing general assistance . This employee provides support to the Warehouse and Purchasing Supervisor and may perform extended duties in the absence of the Warehouse and Purchas ing Supervisor. The employee responds to questions and solves conventional problems and refers 1 119 unusual or difficult, issues to the Warehouse and Purchasing Supervisor. This job is considered security-sensitive and is subject to a pre-employment background check. Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis ; however, it is not exhaustive and other duties may be required and assigned . A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation . ESSENTIAL FUNCTION: Purchasing. Coordinates and executes the day-to-day purchasing activities, and ensures City and state purchasing policies and procedures are followed. 1. Instructs and assists all departments regarding proper purchasing procedures in compliance with applicable federal and state laws and regulations. 2 . Receives and processes all requisitions for purchasing . 3. Verifies accuracy of data submitted on requisitions , including proper account numbers, amounts , descriptions , quantities, and vendors . 4 . Identifies purchase orders associated with contracts to be reported in contract database . 5 . Utilizes computer software programs to properly execute purchase orders for all purchases. Deletes cancelled or voided purchase orders . 6. Disseminates copies of purchase orders to the appropriate departments . 7. Expedites purchase orders for emergency needs . 8 . Maintains adequate supply of purchase orders for city operations . 9. Assists Accounts Payable with resolving problems with vendors and/or departments regarding price , delivery , returns , warranties , incorrect invoices , etc . 10 . Determines if immediate need or emergency purchase requests are necessary and takes appropriate actions . 11 . Manages purchasing contracts for goods and services ; tracks expiration and renewa l dates of active contracts ; schedules meetings , requests for proposals (RFPs) or bid advertisements for future contracts . 12 . Serves as the liaison between the vendor/contractor and the using department to remedy issues with products and services . 13 . Ensures all departments comply with the City's purchasing policy and Alabama state bid law . 14 . Processes POs in accordance with establish procedures . 15 . Places orders with approved vendors and issues the purchase order to the vendors . 2 120 ESSENTIAL FUNCTION: Bid Processing and Management. Coordinates all phases of the proposal process to ensure full compliance with appropriate bid rules and regulations . 1. Assists in the preparation of specifications , legal advertisements , formal bid invitations , RFPs , and correspondence regarding purchasing matters . 2. Reviews recommendations on bid awards by analyzing bids , vendor services , specifications , and determining if the lowest qualified bid is awarded . 3 . Follows up on bid and contracts to ensure compliance with procedure and bid laws . 4 . Reviews detailed specifications to identify the requirements from department on services or equipment to be purchased . 5 . Checks specification for proper bid law formatting . 6. Assists with the development and/or review of bid packages for compliance with procedures and bid laws. 7. Acts as a liaison to various departments for vendors by assisting purchasing procedures , product delivery, and/or contract problems and contacting vendors to discuss orders , delivery dates , etc . 8 . Troubleshoots and resolves bid process problems such as invoice problems , vendor agreement issues and/or delivery dates as needed to assist in difficult situations . 9. Attends and participates in bid openings . 10 . Instructs personnel regarding proper bid procedures in compliance with state laws , regulations , and policies . 11 . Identifies and maintains lists of eligible vendors and selects vendors to procure requisitioned commodities , meeting criteria such as price , quantity , quality and delivery date and orders . 12 . Maintains RFP database with State Department of Finance . ESSENTIAL FUNCTION: Warehouse and Inventory . Performs inventory duties to ensure accurate and optimal level of inventory exists. 1. Maintains a well -stocked inventory for optimal levels . 2 . Performs physical inventory of all materials , supplies , and equ ipment and provides accurate numbers ; walks the warehouse and physical count items . 3 . Assists in unloading shipments ; verifies the accuracy of the shipment (e .g ., quantity , type , brand , etc .) to ensure accuracy and matches the specifics of the invoices . 4 . Tags supplies and materials to ensure proper identifications . 5 . Maintains inventory of supplies , parts , tools , and equipment ; enters data into inventory records using a computer terminal , adding , or deleting items to maintain appropriate balances . 6 . Determines method of storage . identification and stock locations for all materials , items , and equipment. 7 . Maintains and updates computerized records of inventory . 3 121 8 . Reconciles the general ledger inventory against actual inventory values . 9 . Assists in conducting annual inventory count. 10 . Coordinates with Warehouse and Purchasing Supervisor and Treasurer on any adjustments to inventory , tracks items and transactions; makes necessary corrections or adjustments if not balances . ESSENTIAL FUNCTION: Department and City Functions . Provides support for designated Departmental and City processes . 1. Represents the Department and City in a positive and professional manner. 2 . Organizes the disposal of surplus property ; implements surplus property auctions and sales . 3 . Prepares and provides proper documentation to buyers including the bill of sale and title when required . 4 . Scans purchase -related documents , and files by department. 5 . Provides information to appropriate departments to remove surplus property from the fixed asset list and insurance . 6 . Maintains documents , records , and files . 7. Assists in assembling information and reports as requested by the Warehouse and Purchasing Supervisor , City Council , or other entities . 8 . Attends meetings and training programs . NON-ESSENTIAL FUNCTIONS: Performs all other job -related duties as required or assigned . Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules , regulations , policies , and procedures . 2. *Knowledge of the locations of City properties and important locations. 3. Knowledge of municipal purchasing functions and processes . 4 . Knowledge of bids laws and their application in municipal government. 5 . Communication skills to effectively communicate internally and externally , both orally and in writing . 6. Verbal skills to communicate effectively with elected officials , supervisors , co-workers , subordinate employees and public . 7 . Reading skills to comprehend documents , manuals , laws , licenses , reports , ordinances , directives , procedures , and instructions . 8 . Writing skills to take notes , write reports , correspondence and recommendations using correct English , grammar, punctuation , and spelling. 9 . Math skills to accurately perform calculations necessary work with cost parameters and budget requirements . 4 122 10 . Skills to appropriately use office electronic equipment such as multi-line phones , fax machines and copiers . 11 . Skills to use computers and specialized software , including spreadsheets . 12 . Ability to establish priorities for self. 13 . Ability to apply bid laws to departmental and city purchasing processes . 14 . Ability to function within budgets and reconcile office accounts . 15. Ability to establish and maintain documents , records , and reports . 16 . Ability to use computers and other methods to conduct research . 17 . Ability to consistently represent the City in a positive , professional manner. 18 . Ability to work according to priorities ; ability to perform work accurately , with attention to detail , and within designated time constraints . 19 . Ability to plan , organize , coordinate , and carry out work . 20 . Ability to solve, and help others with, conventional problems . 21 . Ability to effectively collaborate work with others . 22. Ability to drive . Minimum Qualifications 1. Possess an associates degree in business administration , management, or a related field from an accredited college . 2. Minimum of two (2) years of professional work experience with bids and in purchasing and an office environment; previous work experience in a government office and/or work with the public is strongly preferred or any combination of education and experience commensurate with the required level of knowledge , skills, and abilities . 3 . Possess a current and valid driver's license ; must be insurable . 4 . Ability to obtain and maintain certification in purchasing management within two (2) years of employment. 5. Ability to work non-standard hours . 6. Ability to pass a pre-employment background check . Physical Demands The work is sedentary . Typically , the employee may sit comfortably to do the work . However, there may be some walking ; standing ; bending ; carrying of light items such as papers , books , small parts ; driving an automobile , etc. No special physical demands are required to perform the work . Work Environment The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices , meeting and training rooms , libraries , and residences or commercial vehicles , e .g ., use of safe work practices with office equipment , 5 123 avoidance of trips and falls , observance of fire regulations and traffic signals , etc. The work area is adequately lighted , heated , and ventilated. 6 124 RESOLUTION NO. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , as fo ll ows: [I] That the City Council approves the selection of Gresham Smith to perform Professional Engineering Services for (RFQ PS24-009) the Section Street Resurfacing in the Central Business District (CBD); and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 13TH DAY OF NOVEMBER, 2023 Attest: Lisa A. Hanks, MMC City Clerk Jay Robinson , Council President 125 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 : From: Lisa Hanks, City Clerk Kim Creech, Treasurer Erin Wolfe, Purchasing Manager Date : October 31, 2023 Re : RFQ PS24-009 Professional Engineering Services for the Section Street Resurfacing in the Central Business District (CBD) The Director of Public Works , Richard Johnson , is requesting the hiring of a professional engineering firm for the resurfacing of Section Street in the Central Business District. This project will include full resurfacing and striping (including public parking) from Bayou to Fels Avenue . The proposed scope of work shall include : 1. General : Design for roadway improvements to Section Street from Fels Avenue to Bayou Drive in downtown Fairhope . 2. Preliminary Roadway Assessment 3. Roadway Design and Plans 4 . Utility Coordination Mayor Sullivan was provided a list of firms to select from for the work and chose Gresham Smith . Please place on the next available City Council Agenda this request for the City Council to approve the selection by the Mayor for RFQ PS24-009 Professional Engineering Services for the Section Street Resurfacing in the Central Business District {CBD) and authorize the Mayor to negotiate the not-to-exceed fee to be approved by Council. Cc : file , Richard Johnson , George Ladd 126 Gresham Smith Genuine Ingenuity 3595 Grandview Parkway Suite 300 Birmingham, AL 35243 205.298.9200 GreshamSmith.com Oc tober 19, 2023 Mr. Richard Johnson , P.E. Public Works Director City of Fairhope 555 South Section Street Fairho pe, AL 36532 Subject: Proposal for Design Services for Roadway Improveme nts for Section Street from Fels Avenue to Bayou Drive Fairhope, AL Dear Mr. Johnson : Gresham Smith is pleased to submit this proposal for des igning roadway im provements and resurfacing for Section Street from Fels Avenue to Bayou Drive . We are excited about the opportunity to work with the City of Fairhope . I. Genera l This project will invo lve the design for roadway improvements to Section Street from Fels Avenue to Bayou Drive in downtown Fairhope. The improvements shall include milling, resurfacing, and re-striping the driving lanes as well as the adjacent on-street parking. We will develop the construction plans, includ ing pay items, quantities, specific ations for the work items, and construction cost estimates. ALDOT Standard Specifications will be used for technica l items where appropriate. Construct ion phase services will be handled under a separate or s upplemental agreement upon com pletion of this scope. Since this project is being 100% locally funded , the plan s will not be submitted to ALDOT or go through ALDOT's plan development process. The plans will be reviewed and approved by the City of Fairhope. II. Pre li minary Roadway Assessment A. Gres ham Smith will do a site investigation to asse ss existing condi ti ons pr ior to the design of improvements. The assessment will inc l ude measurements of pavement and stri ping dimensions, photographs, and a video of the corridor. Prior to the investigati on , Gresham Smith will ca ll 811 so that uti lity lo cations can also be documented. 127 Ill. B. Roadway Des ign and Plans Mr. Richard Johnson, P.E . October 19 , 2023 Page 12 Gresham Smith will de si gn and prepare roadway constru ction plans for the proje ct using Bentley Open Roads design software. Aerial photography will be used for the plan sheets in place of topographic survey data. If the C ity does not have aerial photography available , photography from ArcGIS or Google Earth w i ll be used . The roadway plans w i ll be prepared referencing the appli cable ALDOT Standard Drawings and Spe c ifi cations . Striping will be designed and checked using the MUTCD. C. The roadway plans assembly will include : Title Sheet, Inde x, ALDOT Standard Drawing s List, Typ i cal Section Sheets, Project Notes Sheet(s}, Summary of Quantities Sheets , Summary of Quantity Box Sheets , Roadway Plan Sheets, Traffic Control Plan Sheets, and Miscellaneous Details Sheets as needed. D. There are two mid-block crosswalks that have in-road crosswalk lighting systems . Gresham Smith will coordinate with the C ity on the desig n of the repla c ement of these l ights or lighting system s. Based on these discussi o ns , Gresham Smith will provide plan sheets , deta i ls , and notes as needed for the replacement of the in -road lights. E. Erosion and sediment c ontrol standard deta i ls will be refe renced in the plans for the purpose of inlet protection during the milling and paving operations . F. Meetings with City -Gre sham Smith has budgeted for the following meetings : a. Monthly progress meetings with the City (estimated 3 months}. These meetings are antic ipated to be done by phone . b. 90 %, and 100 % plan rev iew meetings with the City in Fairhope . G. Del iverables : a. Gresham Smith will submit 90 % and 100% plans to the City in pdf format. b. One printed set of full -size (34 " by 22 "} sig ned and sealed construction plans. IV. Utility Coordinat ion Since the scope of work is limited to milling and resurfacing , we do not anticipate that utility relo c ations or adjustments will be required . Gresham Smith will provide notification and construction plans to all affected utility companies in the corridor. If util ity repairs are anticipated in the project area , then the utility owners will be encouraged to perform those pr ior to resurfacing th e street. Our utility coord inati o n effort is largely controlled by th e utility compan i es ' respons iveness t o our co o rdinat io n subm ittals and completi ng their repair des igns in a timely manner. We have included our best estimate of our utility coord i nation effort needed to subm it plans to the util ity compan ies and co nfirm area s wh ere repairs are requ i red . If we experience delays with the uti l ity coord in ation wo r k that results in us reaching our estimated utility relo c ation fee amount, we will reque st add itional funding to complete the utility coordinat ion work at that time. Our scope includes : A. Review existing utility lo c ations as overlaid on proposed corr idor roadway improvements. B. After plan mileston e submittals at 90% and 100 %, meet with all utility compan ies , design team and City to di scuss any known requi red repa i rs . Gresham Smith 128 Mr. Richard Johnson, P.E. October 19, 2023 Page I 3 C. The design of utility relocation plans for power, phone, communications, cable TV, natural gas and water and sewer will be provided by those respective utility companies. The following items are not included in this scope of services : Design of power , phone , communications, cable TV, natural gas, water and sewer. V. Scope Exclusions A. The following items are not i ncluded in the scope of services of this proposal : a. Topographic or boundary surveys -we will use aer ial photography provided by the C ity of Fairhope, Ar c GIS , or Google Earth and supplement with field measurements taken by our team for the roadway plan sheets b. ADA sidewalk ramp design and sidewalk improvement design c. Redesigns , modifications , or additions to the existing traffic signals, other than the previously mentioned lighted crosswalks . d. Environmental Perm itting is not anticipated for this project and is excluded from the scope of services e. Utility des ign . f. Redesigns , modifications, or additions to the existing drainage systems g. Roadway lighting design h. Right of way or easement acquisition services are not antici pated for this project i. A Construction Best Management Practices Plan (CBMPP) j. ADEM NPDES Construction Stormwater Permit Notice of Intent (NOi) -stormwater permitting is not requ i red for projects that are milling and resurfacing only. k. Bi d documents, constru ction contracts, or bid services and advertising. Gresham Smith will provide specifications and items of work with estimated quantities that will be included in the bid documents and contract. Gresham Smith will attend the Pre-bid Meeting , and check and cer tify the bid tabulations. I. Construction engineering & inspection services -Construction engineering & inspection services will be negotiated at a later date once the construction project duration is established and inc luded in a separate agreement. If the City of Fairhope wishes for Gresham Smith to provide any of these services , we can provide a proposal for those services. Gresham Smith 129 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 : From: Lisa Hanks, City Clerk Kim Creech, Treasurer Erin Wolfe, Purchasing Manager Date: October 31, 2023 Re : RFQ PS24-009 Professional Engineering Services for the Section Street Resurfacing in the Central Business District (CBD) The Director of Public Works . Richard Johnson, is requesting the hiring of a professional engineering firm for the resurfacing of Section Street in the Central Business Distr ict. This project will include full resurfac i ng and striping (including public parking) from Bayou to Fels Avenue . 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 : 1. General : Design for roadway improvements to Section Street from Fels Avenue to Bayou Drive in downtown Fairhope . 2. Preliminary Roadway Assessment 3. Roadway Design and Plans 4 . Utility Coordination Please move this procurement of professional services forward to the Mayor for the selection of a professional service provider. The short list is : Oct 31, 2023 Gresham Smith None . Submit another list Cc: file , Richard Johnson , Mayor Sherry Sullivan 130 Requestor : CITY OF FAIRHOPE PURCHASING DEPARTMENT PROJECT REQUEST FORM Richard D. Johnson, PE Department: Public Works Project Name: 2024-PWI 009 Section Street Resurfacing in the Central Business District (CBD) Project Description : Full resurfacing & striping (including public parking) from Bayou to Fels Ave Project Category: Bid X Professional Service Other: Budget Amount: $750,000 .00 (Total) Budget Code : 103-55856 Line 40 Budgeted for Current FY : X Yes No BID INFORMATION Bid Duration: As required by Bid Law >$SOOK Project Duration : 120 Calendar Days Engineer of Record : Requesting to select Gresham Smith (Engineers for Project PE/Bid Docs/Limited CE&I) Pre -Bid Meeting: X No Yes Mandatory _ Non-Mandatory Scope of Work Provided By: Project Manager: Insurance Requirements : Bonds : Related Bids/RF's Force Account Project: Notes: Requestor: To be provided RDJ Minimum X Bid Contract Extensions : X Maximum X Performance FORCE ACCOUNT INFORMATION No Yes Estimated Amount: SIGNATURES Senior Accountant : City Treasurer : ______________ _ Mayor: 555 S Section Street/ Fairhope, Alabama 36532 251 .928.8003 (p) / www.FairhopeAL.gov X No Yes X Labor & Materials Budget Code : ---- COF-PUR-003 091321 131 FROM : CITY OF FAIRHOPE AGENDA MEMORANDUM I Richard Johnson, DIRECTOR OF PUBLIC WORKS SUBJECT: The Director of Public Works, Richard Johnson , is requesting the hiring of a professional architectural and engineering firm for the Nature Center Building Rehabilitation. AGENDA November 13 , 2023 DATE: RECOMMENDED ACTION: Approve the selection by the Mayor for RFQ PS24-008 Professional Architecture and Engineering Services for the Nature Center Building Rehabilitation and allow the Mayor to negotiate the not-to-exceed fee to be approved by Council. BACKGROUND INFORMATION: The Director of Public Works, Richard Johnson , is requesting the hiring of a professional architectural and engineering firm for the Nature Center Building Rehabilitation . The proposed scope of work shall include architectural basic services , programming , and assessment services for the conversion of an existing +/-5,500 SF residence into a commercial Nature Center, housing offices, classrooms, interpretive and meeting space . Life safety and ADA improvements will include ADA compliant restrooms to serve the public and staff, new door hardware , floor surfaces , exit lighting , and conversion of full kitchen into break room kitchen. Mayor Sullivan was provided a list of firms to select from for the work and chose Watershed . BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 103-55891 $400 ,000 .00 $ -($_) GRANT: NIA I 132 LEGAL IMPACT: NIA FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: NIA lndividual(s) responsible for follow up: NIA Action required (list contact persons/addresses if documents are to be mailed or emailed): NIA 133 RESOLUTION NO. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF • FAIRHOPE, ALABAMA , as follows: [1] That the City of Fairhope awards RFQ No . (PS24-008) Professional Architecture and Engineering Services for the Nature Center Building Rehabilitation to Watershed ; and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 13TH DAY OF NOVEMBER, 2023 Attest: Lisa A . Hanks , MMC City Clerk Jay Robinson , Council President 134 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: From: Lisa Hanks, City Clerk Kim Creech, Treasurer Erin Wolfe , Purchasing Manager Date : November 1, 2023 Re: RFQ PS24-008 Professional Architecture and Engineering Services for the Nature Center Building Rehabilitation The Director of Public Works , Richard Johnson , is requesting the hiring of a professional architectural and engineering firm for the Nature Center Building Rehabilitation . The proposed scope of work shall include architectura l basic services , programming , and assessment services for the conversion of an existing +/-5,500 SF residence into a commercial Nature Center, housing offices , classrooms , interpretive and meeting space . Life safety and ADA improvements will include ADA compliant restrooms to serve the public and staff, new door hardware, floor surfaces , exit lighting , and conversion of full kitchen into break room kitchen . Mayor Sullivan was provided a list of firms to select from for the work and chose Watershed . Please place on the next available City Council Agenda this request for the City Council to approve the selection by the Mayor for RFQ PS24-008 Professional Architecture and Engineering Services for the Nature Center Building Rehabilitation and authorize the Mayor to negotiate the not-to-exceed fee to be approved by Council . Cc: file , Richard Johnson , George Ladd 135 WATER NATURE CENTER SCOPING AND ESTIMATING WORKSHEET 10.25.2023 SCOPE OF WORK The proposed scope of work includes architectural basic services, programming, and assessment services for the conversion of an existing +/-5,500 SF residence into a commercial Nature Center, housing offices, classrooms, interpretive and meeting space. Life safety and ADA improvements will include ADA compliant restrooms to serve the public and staff, new door hardware, floor surfaces, exit lighting, conversion of full kitchen into break room kitchen . Building envelope and MEP systems improvements will cover siding, roofing, insulation, air sealing, electrical, and HVAC. The improvements will be tailored to address current maintenance issues as well as the future durability, resilience, and efficiency of the building. ADDITIONAL SERVICES Proposed additional services include: Landscaping Design for the Nature Center, to demonstrates how the native plants in the park can be utilized in a water wise landscaping design that creates habitat for birds and pollinators . Interior design for furnish i ngs for the offices, classrooms, and interior and exterior meeting spaces at the Nature Center. Design, fabrication , and installation of Interpretive Elements and Wayfinding Signage for the Nature Center. EXCLUSIONS AND ADDITIONAL SERVICES This proposal excludes professional estimating services, civil engineering, commercial elevator design, and/or any significant changes to scope beyond what is described above. These Additional Services can be provided upon request at our hourly rates , or with a revised lump sum agreement. This proposal is a rough estimate, based on a rough estimate of budget and scope, and can be refined to respond to additional details regarding the scope of work, or budget. WATERSHED , Building Susta inability I 302 Magnolia Avenue Fairhope, AL I www.watershed .pro I p :251 .929 .0514 136 WATER PROPOSAL OF SERVICES Nature Center Renovation, 10.25.2023 4,400 SF Conditioned, 5,581 SF Under Roof 2,919 SF Intensi ve Renovations • Reconfigure Porch to provide access ible Entry from Parking • Provide ADA compli ant commercial doors and hardware • Convert Guest Bedroom and Sunroom to Office space • Convert Dining to Welcome/Admin • Convert Breakfas t Room to Info Hub • Convert fu ll Kitchen to Break Room, servicing meeting/classroom space and offices • Convert Living Room to Classroom/Meeting Room • Convert Laundry/Bath on Main Floor to ADA Restroom and private WC for office • Add ADA Bathroom in Basement • Convert Basement Den to Classroom • Convert Master Su ite and Upstairs Bedrooms to storage • (COF to Demo carpet on ly and close to public(+/- 1,500 SF) • Remove drywall on ground floor (COF) investigate and mitigate mildew th e n repla ce • Replace resident ial carpet w ith commerc ial flooring/ t i le • Refinish wood flooring (damaged in ex isting dining room entry area) • Paint all renovated room s • Replace damaged wood siding • Insulation , air sealing , w eatherization repa irs • Replace damaged sid ing and paint exterior • Replace roofi ng and g utters • Re lamp all can lighting w ith LED • Replace decorative l ight fi xtures • Replace or upgrade 1 or both HVAC Un its • COF to t ie i nto City Sew e r w ith grinder pump Architectural Basic Services Schematic Design Design Development Construction Documents Bidding/Construction Administration (75 hours assumed) Total Basic Services Additional Services, if required Additional Construction Administration, hourly rate FFE Design Landscape Design Interpretive Design, 300 SF of Interior Panels $13,500 $4,500 $20,000 $10,000 $48,000 $8,000 $22,000 $36,750 WATE RSHED , Building Sustainability I 302 M agnolia Ave nue Fai rhope, AL I www.wa t e rshed .pro I p :25 1.929 .0514 137 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: From: Date: Re: Lisa Hanks, City Clerk Kim Creech, Treasurer Erin Wolfe, Purchasing Manager October 30, 2023 RFQ PS24-008 Professional Architecture and Engineering Services for the Nature Center Building Rehabilitation The Director of Public Works , Richard Johnson , is requesting the hiring of a professional architectural and engineering firm for the Nature Center Building Rehabilitation . 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 architectural bas ic services , programming , and assessment services for the conversion of an existing +/-5 ,500 SF residence into a commercial Nature Center , housing offices , classrooms , interpretive and meeting space . Life safety and ADA improvements will include ADA compliant restrooms to serve the public and staff, new door hardware , floor surfaces , exit lighting , and conversion of full kitchen into break room kitchen . Please move this procurement of professional services forward to the Mayor for the selection of a professional service provider. The short list is : Oct 31, 2023 Watershed ____________ None . Submit another list Cc : file , Richard Johnson , Mayor Sherry Sullivan 138 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Richard D. Johnson, PE Date: 10-26-2023 Department: Public Works ------------------------ Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Under $5,000 No restrictions Not Required N/A N/A Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A Greater than : Operational NON-Budgeted Three Council Reguired Gen Govt -$5,001 Utilities -$10,001 Gen Govt -$5 ,001-$30,000 Operational Budgeted Three Treasurer N/A Utilities -$10,001 -$30,000 Over $30,000 Operational Budget* State Bid List or Treasurer/Mayor N/A Buying Grouo Over $30,000/$100,000 Operational Budgeted Bids Council Reguired Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Reguired Resolution N/A N/A Reguired N/A N/A Reguired Reguired *Budgeted items that meet or ore 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 o 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 ta potential materials cost increases . QUOTES Vendor Name Vendor Quote 1. WATERSHED -Architects $ Request for PS & set NTE Amount 2. Click or tap here to enter text. $ ____________ _ 3. Click o r tap here to enter text. $ ------------- Check any applicable boxes: □ State Contract D ALDOT □ Purchasing Group □ Sole Source (Attach So le Source Justification) ITEM OR SERVICE INFORMATION 1. What item or service do you need to purchase? Professional Architectural Services (A&E Design) 2. What is the total cost of the item or service? $48,000.00 for upfront A&E Services 3. How many do you need? A&E Services 4 . Item or Service Is: □ New □ Used □ Replacement □ Annual Request 5. Vendor Name (Lowest Quote}: WATERSHED -to be selected by Mayor 6. Vendor Number: Unknown -may need to register If you do not have a Vendor Number, p lease go to the City of Fairhope page: www.Fa irhopeAL.qov, Departments, Purchasing, Vendor Registration, and comp lete the required information. BUDGET INFORMATION 1. Is it budgeted? [gl Yes □ No □ Emergency Request 2. If budgeted, what is the budgeted amount? $400,000.00 -includes construction cost 3 . Budget code: 103-55891 Line 10 Email completed form with quotes and other supporting documentation to Erin .Wolfe@FairhopeAL.gov and Rhonda.Cunninqham@FairhopeAl.gov. PROJECT : 2024-PWI 010 Nature Center Building Program -Flying Creek Nature Perserve PUR-004 -082522 139 FROM : CITY OF FAIRHOPE AGENDA MEMORANDUM I Erin Wolfe SUBJECT: Requesting Approval by City Council to Reject All Bids for Bid No. 2023WWF-038 City of Fairhope Working Waterfront and Greenspace Project AGENDA November 13 , 2023 DATE: RECOMMENDED ACTION: Request to reject all bid responses for Bid No . 2023WWF-038 City of Fairhope Working Waterfront and Greenspace Project and authorize the Mayor to negotiate contract terms with Rolin Construction , Inc. BACKGROUND INFORMATION: The Director of Public Works , Richard Johnson , has requested to hire a General Contractor for the restoration and new construction of the Fairhope Municipal Pier parking lot , park , waterfront and pier. A service bid was issued on September 15, 2023 , posted to the City of Fairhope 's website , and viewed by 157 of 410 vendors who select to receive e-notifications . One (1) responsive bids were received at the bid opening on October 24, 2023 at 10:00 a.m . The recommendation is to reject all bids and have the Mayor negotiate contract terms with Rolin Construction , Inc . BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $ -$ -($_) GRANT: Any contract awarded under this Invitation for Bids may be paid fo r in whole or in part with grant fund i ng from the United States Department of the Treasury ("Treasury ") and the Alabama Department of Conservat ion and Natural Resources ("ADCNR ") under the I 140 Resources and Ecosystems Sustainability , Tourist Opportunities, and Revived Economies of the Gulf Coast States Act of 2012 (RESTORE Act). Any contract resulting from this solicitation will be subject to the terms and conditions of the funding award , the RESTORE Act Financial Assistance Standard Terms and Conditions and Program - Specific Terms and Cond itions , the Standard Sub-Award Terms and Conditions, the RESTORE Act , 33 U.S. C . 1321(t), Treasury Regulations 31 C. F . R. § 34 et seq ., including 31 C . F . R . §§ 34 , Subpart D, all applicable terms and conditions in 2 C . F . R. Part 200 (including Appendix II to Part 200), and all other 0MB circulars , executive orders or other federal laws or regulations , as applicable . Notwithstanding the above, neither ADCNR nor Treasury, or any of their agents, representatives , or employees, is or will be a party to this Invitation for Bids or any resulting contract. Further, any contractor awarded a contract under this Invitation for Bids shall not be deemed to be an agent , representative , employee or servant of ADCNR or Treasury . LEGAL IMPACT: N/A FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up : 11/27/2023 lndividuat(s) responsible for follow up: Richard Johnson , Sherry Sullivan Action required (list contact persons/addresses if documents are to be mailed or emailed): 141 RESOLUTION NO. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [l] That the City of Fairhope did request, receive, and open bids for City of Fairhope Working Waterfront and Greenspace Project (Bid Number 2023WWF-038) at 555 South Section Street in the City of Fairhope offices, Fairhope, Alabama . [2] At the appointed time and place, the bids were opened and tabulated . [3] After evaluating the bid proposals with the required bid specifications, only one valid bid was received and we request that all bids be rejected for Bid No. 2023WWF-038 City of Fairhope Working Waterfront and Greenspace Project; and authorize Mayor Sherry Sullivan to negotiate a contract with Rolin Construction , Inc. pursuant to the Code of Alabama 1975 , Section 39-2-6(b). Adopted on this 13th day of November, 2023 Attest : Lisa A. Hanks, MMC City Clerk Jay Robinson , Council President 142 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 City Treasurer 161 North Section St . PO Drawer 429 Fairhope, AL 36533 251 -928 -2136 (p) 251-928 -6776 (f) www.fairhopeal.gov MEMO To : Lisa Hanks, City Clerk Ki mberly Creech , City Treasurer From : Erin Wolfe, Purchasing Manager Date : October 30, 2023 Re : Requesting Green Sheet and Approval by City Council to Reject All Bids for Bid No . 2023WWF-038 City of Fairhope Working Waterfront and Greenspace Project The Director of Public Works , Richard Johnson , has requested to h ire a General Contractor for the restoration and new construction of the Fairhope Municipal Pier parking lot , park , waterfront and pier. A service bid was issued on September 15 , 2023 , posted to the City of Fairhope 's website , and viewed by 157 of 410 vendors who select to receive e-notifications . One (1) respons ive bids were received at the bid opening on October 24 , 2023 at 10 :00 a.m . The recommendation is to reject all bids and have the Mayor negotiate contract terms with Rolin Construction , Inc . Please place on the next City Council Agenda this request to reject all bid responses for Bid No . 2023WWF-038 City of Fairhope Working Waterfront and Greenspace Project and authorize the Mayor to negotiate contract terms with Rolin Construction, Inc . Enclosure Cc: Richard Johnson, Sherry Sullivan , George Ladd , Nicole Love 143 GMC: Goodwyn Mills Cawood 2039 Main St ·eet P.O . Box 1127 Daphne . Al 3 6526 T :251 ) 626-2626 F (251 ) 626-6934 www.gmcnetwcr,c .com October 24 , 2023 Honorable Sherry Sullivan , Mayor City of Fairhope P0Box400 Fairhope. AL 36532 RE: Working Waterfront and Greenspace Project Fairhope Bid No. 2023WWF--034 ADCNR Grant No. M1A14 -FHWW Dear Mayor Sullivan : Attached is the tabulation of bids received on October 24, 2023 for the referenced project Since only one qualified bid was received, (Rolin Construction, Inc.), we recommend that the City reject the proposal amount and authorize you to enter in negotiations with Rolin Construction, Inc. We believe that this process will result in a significant lower contract amount Sincerely, GOODWYN MILLS CAWOOD, LLC :Z~ Scott A. Hutchinson, P.E. Vice President Engineering Enclosure /big Building Communities 144 FROM : SUBJECT: AGENDA DATE: CITY OF FAIRHOPE AGENDA MEMORANDUM I Daryl Morefield , WATER SUPERINTENDENT The Superintendent of Water and Wastewater Department, Daryl Morefield , has requested to hire an Engineering Firm for the upgrades to the Force Sewer Main to support RESTORE funded sewer upgrade projects . November 13 , 2023 RECOMMENDED ACTION: Approve award of RFQ PS23-027 Professional Engineering Services for Force Sewer Main Upgrades to Kimley-Horn and Associates and authorize the Mayor to negotiate the fee schedule for the contract. BACKGROUND INFORMATION: The Superintendent of Water and Wastewater Department , Daryl Morefield , has requested to hire an Engineering Firm for the upgrades to the Force Sewer Main to support RESTORE funded sewer upgrade projects . Request for Qualifications RFQ PS23-027 Professional Engineering Services for Force Sewer Main Upgrades was advertised in three (3) statewide newspapers for three (3) weeks , and on the City website, beginning August 11 , 2023 . The bid was viewed by 149 of the 442 vendors who received e-notifications through the City webs ite . The bid was opened on October 10 , 2023 at 2:00 p .m. Four (4) firms responded . The proposals were evaluated by five (5) City of Fairhope staff (see attached Evaluation Score Sheet). The recommendation by the evaluation team is to hire Kimley-Horn and Associates . The Superintendent of Water and Wastewater Department , Daryl Morefield , and the Evaluation Committee requests approval of the awa rd of RFQ PS23 -027 Professional Eng i neering Services for Force Sewer Main Upg rades to Kimley -Horn a nd Associates . BUDGET IMPACT/FUNDING SOURCE : Account No . Account Title Current Budget Cost Available Budget 004020 -$ -$ -($_) I 145 159500 GRANT: NIA LEGAL IMPACT: NIA FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: NIA lndividual(s) responsible for follow up: Purchasing Action required (list contact persons/addresses if documents are to be mailed or emailed): NIA 146 RESOLUTION NO. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [ 1] That the City of Fairhope awards (RFQ No. PS23-027) Professional Engineering Services for Force Sewer Main Upgrades to Kimley-Hom and Associates , Inc.; and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 13TH DAY OF NOVEMBER, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson , Council President 147 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 City Treasurer 161 North Section St . PO Drawer 429 Fairhope , AL 36533 251 -928-2136 (p) 251 -928 -6776 (f) www.fairhopeal.gov MEMO To : Suzanne Doughty, Senior Accountant Kimberly Creech , City Treasurer From : Erin Wolfe, Purchasing Manager Date : November 2, 2023 Re: Requesting Approval by City Council to award RFQ PS23-027 Professional Engineering Services for Force Sewer Main Upgrades The Superintendent of Water and Wastewater Department , Daryl Morefield , has requested to hire an Engineering Firm for the upgrades to the Force Sewer Main to support RESTORE funded sewer upgrade projects . Request for Qualifications RFQ PS23-027 Professional Engineering Services for Force Sewer Main Upgrades was advertised in three (3) statewide newspapers for three (3) weeks , and on the City website , beginning August 11 , 2023 . The bid was viewed by 149 of the 442 vendors who received e-notifications through the City website. The bid was opened on October 10 , 2023 at 2 :00 p.m . Four (4) firms responded . The proposals were evaluated by five (5) City of Fairhope staff (see attached Evaluation Score Sheet). The recommendation by the evaluation team is to hire Kimley- Horn and Associates . The Superintendent of Water and Wastewater Department, Daryl Morefield , and the Evaluation Committee requests approval of the award of RFQ PS23-027 Professional Engineering Services for Force Sewer Main Upgrades to Kimley-Horn and Associates . Please place on the next City Council Agenda this request to award RFQ PS23 - 027 Professional Engineering Services for Force Sewer Main Upgrades to Kimley - Horn and Associates and authorize the Mayor to negotiate the fee schedule for the contract. Enclosure Cc: Daryl Morefield 148 CITY OF FAIRHOPE EVALUATION Request for Qualifications No. PS23-027 NAME: Professional Engineering Services for Force Sewer Main Upgrades Opened: October 10, 2023 at 2:00 P.M. Baskerville-Donovan, Inc. Points Range Evaluator 1 Evaluator 2 Criteria 1 : Qualifications, Knowledge, and Expertise Regarding 0-25 23 23 the Proposed Scope of Work Criteria 2: Experience of Proposed Key Personnel 0 -25 24 24 Criteria 3: Resources and Availability 0-20 20 19 Cr iteri a 4: Understanding and Familiarity with the Needs of 0-10 9 8 the Environment of the Community Criteria 5: Previous Experience i n Working with Publicly 0-20 19 19 Owned Utilities Total Score : 95 93 Average Score : Evaluator 3 Evaluator 4 Evaluator 5 22 22 23 22 20 22 18 17 17 7 7 8 15 18 18 84 84 88 89 149 Dewberry Points Range Evaluator 1 Evaluator 2 Evaluator 3 Evaluator 4 Evaluator 5 Criteria 1 : Qualifications , Know ledge, and Expertise Regarding 0-25 24 24 22 24 23 the Proposed Scope of Work Criteria 2: Experience of Proposed Key Personnel 0 -25 24 23 22 21 23 Criteria 3 : Resources and Availability 0-20 18 19 15 17 18 Cr iteria 4: Understanding and Familiarity with the Needs of 0-10 8 9 7 9 8 the Environment of the Community Criteria S: Previous Experience in Working with Publicly 0-20 8 18 17 19 19 Owned Utilities Total Score : 82 93 83 90 91 Average Score : 88 Kimley-Horn and Associates Points Range Evaluator 1 Evaluator 2 Evaluator 3 Evaluator 4 Evaluator 5 Criteria 1: Qualifications, Knowledge, and Expertise Regarding the Proposed Scope of Work 0-25 25 23 22 23 23 Criteria 2 : Experience of Proposed Key Personnel 0-25 25 24 22 23 24 Criteria 3 : Resources and Availability 0 -20 20 18 17 19 18 Criteria 4: Understanding and Familiarity with the Needs of the Environment of the Community 0-10 10 10 8 9 8 Criteria 5 : Previous Experience in Working with Publicly 0-20 20 Owned Utilities 19 16 19 19 Total Score : 100 94 85 93 92 Average Score : 93 150 Overstreet & Associates Points Range Evaluator 1 Evaluator 2 Evaluator 3 Evaluator 4 Evaluator 5 Criteria 1: Qualifications, Knowledge , and Expertise Regarding 0 -25 22 20 21 22 20 the Proposed Scope of Work Criteria 2: Experience of Proposed Key Personnel 0 -25 22 21 20 20 21 Criteria 3: Resources and Availability 0-20 18 18 15 17 15 Criteria 4: Understanding and Familiarity with the Needs of 0 -10 8 9 8 7 7 the Environment of the Community Criteria 5: Previous Experience in Working with Publicly Owned Utilities 0-20 18 17 15 18 18 Total Score : 88 85 79 84 81 Average Score : 83 Recommendation: To the best of my knowledge this is an accurate Evaluation Tabulation Signature Erin Wolfe, Purchasing Manager 151 October 2023 Stateme nt of Qualifications • City of Fairhope Kimley >>> Horn 152 TABLE OF CON TEN TS SECTION 1 -COVER LETTER ................................................................................................................. 1 SECTION 2 -FIRM PRO FILE .................................................................................................................. 3 SECTION 3 -FIRM EXP ERIENCE ............................................................................................................ 3 SECTION 4 -FIRM PRO XIMITY TO AND FAMILIARITY WITH THE CITY OF FAIRHOPE ................................... 8 SECTION 5 -PROJECT TEAM ................................................................................................................ 9 SECTION 6 -PROJECT AP PROACH ...................................................................................................... 15 SECTION 7 -REFERENCES .................................................................................................................. 17 SECTION 8 -EQUAL OPP ORTUNITY ..................................................................................................... 17 APPENDIX -EVIDENC E OF CURRENT LICENSE. ..................................................................................... 18 IWCN44004 .2023 Kimley>>> Horn 153 SECTION 1 - COVER LETTER Kimley>>> Horn October 10, 2023 Erin Wolfe, Purchasing Manager City Services and Public Utilities Building 555 South Section Street Fairhope, AL 36532 R E: RFQ No . PS23 -027 Professiona l Engineering Services for Force Sewer Main Upgrades Dear Ms. Wolfe and Members of the Selection Committee : 11 North Water Street RSA Battle House Tower, Suite 9290 Mobile, AL 36602 The City of Fairhope seeks the services of a professional engineering firm to provide Professional Engineering Services for Force Sewer Main Upgrades (RFQ No. PS23-027). The services to be provided for this project will be determined by the City and will include all stages of grant administration assistance and compliance, design, bidding, and construction phase services. Kimley-Horn understands services may in clude civil engineering, surveying, geotechnical, environmental permitting, bidding , costing, budgeting, and construction inspection services. The scope of this contract requires an excellent working relationship with the City of Fairhope and a team that can function as a seamless extension of your staff to complete this project on time and within budget. Our Kimley-Horn team was specifically chosen to exceed your expectations for all tasks on this project. As you review our qualifications , please consider the following benefits of our team : QUALIFICATI ONS, KNOWL EDGE , AND EXPERTISE REGARDING THE PROPOSED SCOPE OF WORK. Our team was assembled to provide technical expertise and extensive experience in permitting, grant administration assistance and compliance, and hydraulic modelin g for confirmation of force main sizing and design. This team structure offers you the best of both worlds: a local team consisting of professionals with over two decades of experience working within this region, backed by the unmatched resources of a nationally ranked engineering firm. As a firm , in the last 10 years, we have completed over 3,400 collection and conveyance system projects. We have provided client contacts for each of our representative projects, and we encourage the review committee to contact our references. EXPERIENCE O F PR OPOSE D KEY PERSONNEL. As your project manager, I have over 25 years of experience related to force main design and rehabilitation projects. During this time, I ha ve served the surrounding area utility clients that include Emerald Coast Utilities Authority (ECUA), Mobile Area Water and Sewer System (MAWSS), City of Chickasaw, City of Fairhope, and the Jackson County Utility Authority (JCUA). Over the past 25 years, I have been invo lve d with the successful rehabilitation of more than 70 force main projects and have performed quality assurance review on many others. I am supported by local staff assigned to this project including Jason Gault, P.E., Brock Jones, P.E., Taylor Channell, E.I , and Ben Shipley, E.I. As the local team, we have more than 70 years of combined experience with projects similar in scope. Furthermore, our local team is supported by key subcontractors that include : McCrory & Williams (Surveying and a WBE Firm), and Geotechnical Engineering and Testing (Geotechnical). RESOURCES AND AVAILA B ILITY. As a firm , Kimley-Horn has an exceptional reputation for delivering quality wastewater consulting services for clients across the nation, and we have extensive experience with pump station design and rehabil itation projects. The Kimley-Horn approach is rooted in our c lient relationships and willingness to listen to your needs, constraints, and goals. Our team has the ability to perform the work and will be a highly responsive partner to the City and a key contributor in your efforts to best serve your residents. We pledge to deliver solutions with your interests in mind . In addition to our local staff, we have access to more than 7,500 Kimley-Horn professionals in 100+ offices across the United States and can call upon their services if a specific project task demands it or special expertise is required. EXPERIENCE WI TH FED ERALLY FUNDED PROJECTS. As your project manager, I have personal experience managing projects that re ceive funding from both state and federal agencies. W e are curren tly assisting the City of Fairhope with the County Road 33 24-inch Water Main project and the Dog House Pump Station Rehabilitation project. We c urrently have active projects with clients being funded through programs such as SRF, ARPA , and CDBG. In addition, we have included Diana Bellow on our team who serves as a Regional Resource for Kimley-Horn to help maintain compliance with federal-and state-funded projects. kimley-horn.com 11 North Water Street, RSA Battle House Tower, Suite 9290, Mobile, AL 36602 251 751 2527 154 ley>>>Horn UNDERSTANDING AN D FAMILIARITY WITH THE NEEDS OF THE ENVIRONMENT OF THE COMMUNITY. As noted above, Kimley - Horn is currently assisting the City of Fairhope on a large-diameter water main project. We have experience in working with the City of Fairhope and our local office is avai lable to serve the City at a moment's notice. Our Mobile office recognizes that the requested services are ins t rumental to the City's strategic operations and the successful management of your wastewater coll ection and convey ance system. PREVI OUS EXPERIE NCE IN WORKING WITH PUBLICLY OWNED UTILITIES. Our team 's experience and primary focus is to serve publicly owned uti lit ies . We have provided represen t ative projects completed for publi c ly owned util ities for review to ill ustrate simi lar experience on projects to the Force Sewer Main Upgrades project. On behalf of the Kim ley-Horn team, we thank you for t he opportunity to present our qualif ications and appreciate your consideration of this submittal. Kim ley-Horn is a firm with many disciplines, but one expertise: making our clients successful. We believe we are the most qualified team to perform the proposed services and that our selection will provide exceptional v alue to the City of Fairhope. If you have any questions, please do not hesitate to contact us . Sincerely, KIM LEY-HORN C huck Starling, P.E., BCEE Kimley-Horn and Associates, Inc . Project Manager/Authorized Signer 25 1 751 2527 c huck.starling@kimley-horn.com kimley-horn.com 11 North Water Street, RSA Battle House Tower, Suite 9290, Mobile, AL 36602 251 751 2527 155 • f •••••• ' ••••••• f • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • ,. ••• ♦ •••••• SECTION 2 -FIRM PROFILE QUALIF ICATIONS, KNOWLEDGE AND EXPERTISE REGAROING THE PROPOSEO SCOPE OF WORK Founded in 1967 and headquartered in Raleigh , NC, Kimley-Horn has grown to one of the premier full-service consulting firms in the nation . Our permanent staff includes more than 7,500 professional , technical , and support staff in more than 100 offices across the U.S . One feature separating Kimley-Horn from other firms is our ability to provide integrated water and wastewater services. We have the outstanding in-house resources and technical expertise to provide virtually all required services. An employee-owned corporation, Kimley-Horn prides itself on a proven history of successful client service over the last 56 years . We have provided engineering and planning services .. •, . . , . . . KIM LEY-HORN OFFICE LOCATIONS • ,4 • • . • • • I I • . . . .. . . '!'.' to utility associations and municipalities across the country and are currently serving numerous water systems throughout the Southeast. Many of our staff members are former mun ici pal engineers and planners • i Sa,, Jua!'I Pue<10 Fl co who have a unique perspective on the common challenges facing growing utility associations and municipalities . Our team's combined experience in planning , design, administration, and construction phase services for water systems has given us a comprehensive understanding of how to work with utility authorities, public works, cities, counties, state DOTs, and other regulatory agencies, elected officials , various stakeholders, and the local community to negotiate support and buy-in to achieve project objectives. Throughout our growth, we have come to appreciate the value and importance of remaining true to our roots as a local firm, focusing our attention on our local clients and providing them with the personalized and responsive service they expect. Successful projects begin with a qualified and experienced design team led by local staff who have a unique understanding of the local utilities' needs, the permitting environment that must be operated in, and a staff that is invested in helping Homewood Water Association achieve its goals. Each task order under this contract likely will have unique design considerations and will need an individualized approach that includes the various disciplines necessary to complete the ass ig nment . SECTION 3 -FIRM EXPERIENCE XPERIENCE WITH PUMP STATION BEHABILl1ATIOI~ Kimley-Horn has more than 50 years of experience in the rehabilitation of sanitary pump stations, collection systems, and force main systems. We have designed new pump stations to replace old and outdated stations, as well as complete renovations/ rehabilitations of pump stations in their current location-all while maintaining pumping operations throughout the renovation/rehabilitation process. Our experience includes the design of pump stations and force mains with capacities from 0.1-MGD to more than 100-MGD for a variety of applications across the nation . We cover all facets of the design and construction phase process, including mechanical system design , force main/collection system design, structural engineering, hydraulic modeling, permitting, telemetry, and SCADA system design. Kimley-Horn offers proven experience in the layout, design, route selection, and construction of wastewater collection mains and force mains for public agencies. Our team has designed hundreds of miles of sewer lines ranging in size from 6 inches to 72 inches. Many of these designs have facilitated the extension of utility services to communities that were previously unserved. IWCN44004 .2023 Kimley>>>Horn PRINCIPAL CONTACT INFORMATION Kimley-Horn and Associates , Inc. Chuck Starling, P.E., BCEE RSA Battle House Tower 11 North Water Street, Suite 9290 Mobile, AL 36602 251 751 2527 chuck.starling@kimley-horn.com SUBCONSULTANT CONTACT INFORMATION Geotechnical Engineering and Testing , Inc. Curt Doyle, P.E. 904 Butler Drive Mobile , AL 36693 251 341 2561 codyle@geoengr.com McCrory & Williams , Inc. Carah Vun cannon , P.E. 3207 International Drive, Suite G Mobile, AL 36606 251 943 2232 cvuncannon@mcwinc.com 3 156 l lST OF PROJECTS OF SIMILAR SIZE WITHIN lHE LAST 10 YEARS As a national firm with more tha n 100 offices across th e country, Kim ley-Horn has completed hundreds of similar projects in the la st 10 years. The below list is not comprehensive but includes many simi la r municipal projects completed throughout the Southeast. , JCU A , Regional SRF Tucker Road Pump Station 6 Rehab ilitat io n , Pascagoula, MS , JCUA, Pump Station 8 Rehabilitation Project, Ocean Springs, MS ► JCUA , Gautier Force Ma in Re-route, Gautier, MS Pump Station 182, Tallahassee, FL CR 33 24-inch WM Extension , Fairhope, AL 1 North East Force Main Installation and Lift Station Rehabil itation, Pompano Beach, FL 1 Subaqueous Force Main Crossing (Horizontal Directional Drill), West Palm Beach, FL , Ocean Boulevard 20-lnch Force M ain Replacement, Palm Beach , FL , Force Main System Evaluation , Palm Beach, FL 1 Tree Tops Force Main , Temple Terrace , FL • Holmes Beach Force Main Replacement, Manatee County, FL • Lift Station 8 Force Main Rehabilitation , Sarasota, FL • Force Main 32 A , Manatee County, FL • Force Main 11 , Manatee County, FL • Webbs Lift Station and Force Main , Haines City, FL • Force Main D Replacement, Temple Terrace, FL • Wabasso Causeway 12-inch Water Main and 1 2-inc h Force Ma in Replaceme nt, Indian River County, FL 1 Joint Base Langley-Eustis , Repa ir Sewer Force Mains , Fort Eustis, VA 1 HRSD, Will iamsbu rg Interceptor Force Main Contract Protection and Channel Stabil ization, Willia msburg, VA ' Miami-Dade Water and Sewer Depart ment (WASD), BO -inch Force , HRSD, West Avenue and 35th Street Force Main Replacement, Main SL-3A-2 -SP-1 Transmission Force Main Extensi on, Phase Newport News , VA 2, Miami -D ade County, FL , C R 209 12-inch Force Main and Lift Station Construction, Wildwood, FL , CR 501 Force Main Design , Wildwood, FL ► Cocoanut Force Main , Phase 1, Sarasota, FL Lift Station 8 Force Main Replacement, Sarasota, FL , Shared 30-inch Force Main Condition Assessment , West Palm Beach, FL , Force Main 150 Rehabilitation, Manatee County, FL , Dolomite Utilities, Force Main System Hydraulic Modeling , Fru itville, FL • Bid Pack 4 Water Main and Force Main Replacement, Oakland Park, FL , Hampton Roads Sanitation District (HRSD), Environmental, Nansemond Treatment Plant Shoreline Stabilization and Influent Force Main Protection, Virginia Beach , VA • Indian River County Utilit y Services, 24-inch West Wastewater Tran smission System lnline Booste r Station (includes Eight-Mi le Force Main Transmission System), Indian River County, FL Osprey Avenue Phase 2 Utilities and Roadway Improvements (also Phases 2 and 4 20-inch Force Main and 12-inch Water Main Replacements), Sarasota, FL • Hampton Road Sanitation District Ches-Liz, Salem Road Force Ma in, Virginia Beach , VA , HRSD, Ches-Liz, Lynnhaven Par kway Sewer Force Main Phase 2, Virgin ia Beach, VA , HRSD, Bloxoms Corner Force Main Replaceme nt , Hampton, VA 1 HRSD , Ches-Liz, Virginia Beach Boulevard Force Main Phase VI , Virginia Beach , VA • HRSD, LaSalle Avenue Boat Harbor to York River Interconnect Force Main, Virg inia Beach, VA 1 Bunche Boulevard Force M ain, Portsmouth, VA 1 Palm Beach A-7 lnline Booster Pump Station (20-and 24-i nch Force Mains), Palm Beach, FL , Southport 24-inch Force Main to G lades Booster Pump Station, Port St. Lucie, FL • Lake Mangonia 42-inch Force Main Aerial Crossing Construction Phase Services, West Palm Beach , FL 1 Sanitary Sewer Force Main Pump St at ion 1 to Pump Station 2, 87th Ave nue t o 55th Avenue, St. Pete Beach, FL 1 Lift Station 17 Force Main, Maitland , FL • 20-inch Force Main River Crossing Design, Port Orange, FL EXPERIENCE WITH FEDERAL ANI S1ATE FUr~DE:ll PRO JECl S Kimley-Horn routine ly provides our clients with assistance on federal-and state-funded projects. These include projects funded through ARPA, SRF, CDBG, Restore, and GOMESA. Our project team is c urre ntly assisting the Ci ty of Fairhope on the CR 33-24-inch Wat er Ma in Extensio n project that has been submitted for ARPA fund ing. Below is a listing of projects the Kimley-Horn Mobile O ffi ce is currently working on or has recently completed: ► Harrison County Pump Station Design project-ARPA • Chickasaw Sewer Rehabilitation-CDBG JCUA, Tucker Road Pu mp Station 6-SRF • Chickasaw Brooks Park-GOMESA • JCUA, Gautier Force Main Re -route-SRF IWCN44 004.2023 Kimley>>>Horn 4 157 PREVIOUS EXPERIENCE IN WORKING WITH PUBLICLY OWNED UTI 11 IE Kimley-Horn recognizes the requested services are instrumental to the City of Fairhope's strategic operations and the successful management of your wastewater collection and conveyance system. We have assembled an integrated project team with the local experience, technical expertise, and depth of re sources to exceed your expectations. Our team members have a substantial amount of experience working within the locality including working within Ba ldwin and Mobile counties; Escambia County, FL; and Jackson County, MS. Work within each of these areas in c luded rehabilitation of wastewater co ll ection and conveyance systems. In addition to working with the Locality, our team's experience includes similar projects throughout the Gulf Coast, the state of Florida , and Texas. The below list includes just some of the Southeast public clients Kimley-Horn has served for water/wastewater services. 1 Ci ty of Fairhope, AL • Emerald Coast Utilities Authority, FL City of Covington, GA , City of Mobile, AL , City of Tallahassee, FL , City of Pooler, GA 1 Baldwin County, AL 1 Mobile County, AL , Utilities Board of Chickasaw, AL , Jefferson County, AL ► City of Homewood, AL 1 Huntsville Utilities, AL • City of Tuscaloosa, AL 1 Madison County, AL , City of Northport, AL , City of Dothan, AL 1 City of Pelham, AL , Town of Sweetwater, AL • Mobile Regional Airport Authority, AL 1 Birmingham Airport Authority, AL • Evergreen-Conecuh Development Cooperative, AL 1 City of Meridian, MS , Jackson County Utilities Authority, MS , Jackson County Port Authority, MS , Harrison County, MS , Helena Utility District, MS IW CN44 004 .2023 1 City of Jacksonville, FL • Town of Jupiter, FL , City of Venice, FL 1 C ity of Port St. Lucie, FL 1 City of Frostproof, FL Ci ty of Ocala, FL , Escambia County, FL ► Manatee County, FL Walton County, FL , City of Buford, GA 1 City of Adairsville, GA 1 Oconee County, GA 1 Gwinnett County, GA City of Gainesville, GA , City of Atlanta , GA 1 Ci ty of Brunswick, GA 1 City of Chamblee, GA City of Perry, GA 1 City of College Park, GA City of Johns Creek, GA , City of Brookhaven , GA Kimley >>> Horn 1 Ci ty of Decatur, GA ► City of Savannah, GA 1 Athens-Clarke County, GA • DeKa lb County, GA 1 C layton County, GA 1 Cobb County, GA 1 City of Columbia, SC 1 City of Buford, SC • City of Charleston, SC , City of Myrtle Beach, SC • City of Rock Hill, SC 1 Carolina Water Systems, SC 1 Horry County, SC 1 Aiken County, SC , York County, SC Orange Water and Sewer Authority, NC I City of Raleigh, NC , City of Asheville, NC 1 City of Charlotte, NC 1 Carolina Wat er Systems, NC , Town of Cary, NC 5 158 EXPERIENCE WITH SIMILAR PRO IECTS AND PROOF OF SATISFACTORY OR BEl TEA PERFORMANCE Kimley-Horn is proud of the relationships we have developed with our clients , and much of our success over the last five decades is directly related to our efforts to perform high-quality, timely seNices for all our clients. Client references are provided with the below relevant project descriptions (within the past 10 years). We invite you to contact our references; these individuals will tell you that we listened to their needs, met their schedules, accomplished their missions, and delivered results . CR · 33 24 -lr~CH WATE.R Mt\l N D'.T r !✓~,IOI' Fairhope, AL Services Provided/Common Issues: Kimley-Horn designed a water main extension necessary to increase system capacity and reduce low-pressure issues during peak demand conditions. The water main extension consists of approximately 20,000 LF of 24-inch diameter water main, which includes 13,600 LF of 24-inch diameter ductile iron pipe along CR 33 from the existing CR 33 elevated tank and t hen extends approximately 7,000 li near feet west within the Fairhope Avenue (CR 48) rights of way to the elevated tank on CR 48. The project has been submitted for ARPA funding. The project includes: t Three horizontal directional drills (HDD)-two at 900 LF and one at 1 ,000 LF of 24- inch diameter water main. , A topographic suNey within the CR 33 and CR 48 ROW along the project corridor and up to 5 feet outside the ROW , Geotechnical testing using standard penetration test (SPT) near a potential horizontal directional drill location , and four auger bores along the corridor Client Information City of Fairhope • Wetland suNey along the route to identify wetland or stream crossings along the project corridor , Temporary easement acquisition assistance t Preparation of Bidding Documents for the construction of the 24-inch diameter water main ► Perm itting Bidding assistance • Construction phase seNices , Tim Manuel, Assistant SupeNisor t 2516207147 tim.manuel@fairhopeal.gov JCUA l'llMP S1 Al 10:~ f, Pascagoula, MS Services Provided/Common Iss ues: The existing Pump Station No. 8 (PS 8) averages 1,255 gpm with two 35 Hp Flygt Model 3201 .091 pumps rated at 2,150 gpm per pump at 45 feet of total dynamic head. Kimley-Horn was retained to provide design seNices for the rehabilitation of the existing pump station. The design included hydraulic modeling to confirm the current and future operat ing parameters of PS 8, recommendations for operational improvements, identification of observed pump station deficiencies, wet well rehabilitation, recommended repairs and improvements to the discharge piping , force main improvements , and system control upgrades. Upon approval of the recommended rehabilitation and flow redirection modifications, contract documents were prepared for bidding purposes. Due to the complexity of the on -site piping and limited space, Kimley-Horn prepared design plans using the Revit 3D model which allows for a better representation of the final construction deliverable. Construction was completed in March 2023. Client Information Jackson County Utility Authority , Chase Glisson, P.E., Deputy Director I 228 762 0119 X53Q6 • cglisson@jcua-ms .us IWC N44004 .2023 Kimley>>> Horn 6 159 PUMP STATION 18 2 Tallahassee, FL SeNices Provided/Common Issues: Kimley-Horn performed analysis and design for a new 16,000 gpm (23 MGD) quadraplex submersible regional pump station to convey wastewater to T.P. Smith Wastewater Treatment Facility in Tallahassee. This pump station includes four VFD-driven 280-Hp pumps each with a design flow of 5 ,300 gpm in a large bifurcated wet well. The design incorporates two 30-inch force mains with valving for operational redundancy. Hydraulic modeling software was used to determine the optimal pump sizes and valve configuration in the system to provide peak flow to T.P. Smith. Modeling software was also used to analyze the system for water hammer and column separation to aid in air/vacuum valve design . The design also included an enclosed conditioned control room, var iable frequency drives, SCADA, emergency generator, primary and secondary power seNice, four emergency bypass pumping connections, permitting , land-use permitting requirements coordination, and stormwater treatment in the form of a vegetated buffer. Construction is ongoing . Client Information City of Tallahassee 1 Eric Etters, P.E., Water and Sewer Manager I 850 891 6119 1 eric.etters@talgov.com ,JC UA TLJ Cf'.FR ROM J Pl!l1 P Sl l ,TIOIJ 6 SRF IMPROVEMEN T:~ Pascagoula, MS SeNices Provided/Common Issues: Kimley-Horn assisted JCUA with the preparation of a facilities plan for a state revolving fund project to evaluate alternatives to improve the operating conditions of the 24-inch diameter Washington Avenue force main . The existing Washington Avenue force main is adversely impacted by high flows and pressures during wet weather events. Implementation of th is project will help to alleviate the high-pressure events and improve pumping conditions at the respective pump stations connected to the force main system. Of the four alternatives evaluated , it was recommended to proceed with the design of a new triplex Pump Station 6 and to incorporate an inline wastewater pressure-reducing station to reduce operation pressures in the Washington Avenue force main, and to design force main and gravity sewer improvements. System evaluation activities included the development and calibration of a hydraulic model to evaluate the existing conveyance system operation , incorporati on of the planned design improvements, and modeling efforts to ass ist in defining the control of operation. The hydraulic model consists of two upstream pump stations with a combined system flow of 5,500 gpm, an inline pressure-reducing station designed for 6,000 gpm peak hour flow, the proposed Pump Station 6 (3,000 gpm) located downstream of the PAS, and approximately 46,000 LF of 24-inch diameter force main . The design of the improvements included demolition of the existing Pump Station 6, approximately 1,500 feet of new 24-inch diameter force main, 1,000 LF of 24-inch horizontal directiona l drill , 1,000 LF of 8-inch diameter force main sliplining , an above-grade inline quadraplex pressure-reducing station utilizing 110 Hp dripit submersible pumps, a new triplex submersible pump station with 130 Hp pumps, onsite generator, odor control, bypass connections for diesel bypass pump (temporary or permanent), pigging connections, controls, and odor control. Pump station 6 and the pressure-reducing station will be operated utilizing VFDs and remotely monitored via SCADA. Kimley-Horn assisted the JCUA with construction-phased services throughout the life of the project. Construction was completed in May 2023. Client lnfonnation Jackson County Utility Authority ► Chase Glisson, P.E., Deputy Director I 228 762 0119 X5306 cglisson@jcua-ms .us IWC N44 004 .2023 Kimley>>>Horn 7 160 111ASTEWATER CONSfNT DECREE PROG R!\h'i Meridian, MS Services Provided/Common Issues: Kimley-Horn is providing services for planning, prioritizing, and implementing sanitary sewer rehabilitation activit ies for the City of Meridian associated with an active Consent Decree. The existing gravity sewer system includes approximately 320 miles of gravity sewer main, 7 ,600 manholes , 14.5 miles of sanitary sewer force main, and 67 lift stations. The planning phase includes flow and surcharge monitoring, video inspection, mapping updates, and hydraul ic evaluation of the existing infrastructure to determine infiltration and inflow severity and identify potential capacity-related issues within the system. Implementation of the rehabilitation program will inc lude cured-in-place lining of gravity sewer mains ; manhole rehabilitation and replacement; open cut replaceme nt of gravity sewer mains ; force main replacements ; and pump station evaluations, rehabilitation , and replacement. Thi s multi-year program is ongoing . Client Information City of Meridian , Jimmy Eckman, Director of Uti lities I 601 479 1288 • jimmyeckman@ meridianms .org SECTION 4 -FIRM PROXIMITY TO AND FAMILIARITY WITH THE CITY OF FAIRHOPE Though headquartered in Raleigh, NC, our loca l Mobile office will serve as the prim ary office responsib le for the actual production of work related to this project. It is within a 20-mile radius from the City of Fairhope's main office. This Kimley-Horn office will provide a strong local presence and maximize the use of our lo cal staff. From this location, we will work diligent ly, encouraging open communication to keep you informed about project activity and primary schedule achievements. In addition, we have support from our Water Utilities partners in Fl orida who will assist with any needs that may arise. We are committed to working as your partner, offering you the most effective leve l of communication to relay project issue s, progress, and result s that best serve your needs. There is no doubt that Kim ley-Horn ha s the experience and expertise to rapidly respond to the C ity of Fairhope's needs and the abi lity to draw on additional statewide and , even national resources , if needed . In addition to our direct experience with the City of Fairhope through our work on CR 33 24-inch Water Main Extension, our team members have a substantial amount of experience working within t he locality inc luding work within Baldwin and Mobile, AL counties, Escambia County, FL , and Jackson County, MS . Work within each of these areas included rehabi litation of wastewater collection and conveyance systems. In addition, our team's experien ce incl udes s im il ar projects t hroughout the Gulf Coast. We have assembled an integrated project team with the local experience , technical expertise, and depth of resources to exceed your expectations. IWC N44 004.2023 Kim ley >>> Horn 8 161 SECTI ON 5 -PROJECT TEAM PROJECT ORGANIZATION The below team members assigned to the Force Sewer Main Upgrades project were assembled as an integrated project team with local experience , technical expertise , and depth of resources needed to exceed your expectations. The chart below shows anticipated disciplines and the key team members who will perform related tasks. Resumes for key team members are included in the fo llowing pages . CITY OF FAIRHOPE PROJECT MANAGER Chuck Starling, P.E., BCEE FO RC E MAIN DESIGN AND PERMITTING Chuck Starling , P.E., BCEE SURVE Y McCrory & Williams, Inc.* IWC N44004.2023 Brock Jones , P.E. Taylor Channell, E.I. GEOTECHNICAL ENGINEERING Geotechnical Engineering Testing, Inc. Kimley >>> Horn Jason Gault, P.E. HYDRAULIC MODELING Brock Jones, P.E . Taylor Channell , E.I. t J CONSTRUCTION OVERSIGHT AND ADMINISTRATION Chuck Starling, P.E ., BCEE Brock Jones, P.E. Ben Shipley, E.I. *Woman -owned Busines s Enterprise (VI/BE) 9 162 1 Education: Bachelor of Science, Civil Engineering, University of South Alabama; Bachelor of Science, M icrobiology, Auburn University 1 Professional Licensure: Professional Engineer in Alabama (#25454), Florida, Louisiana, and Mississippi 1 Board Certified Environmental Engineer • Certified Construction Documents Technolog ist (CDT) , Certified by NASSCO - ITCP -Cured in Place Pipe #CIPP-210-0337 ► Water Environment Federation (WEF) 1 American Water Works Association (AWWA) IWCN44004 .2023 CHUCK STARLING, P.E., BCEE // PROJECT MANAGER Chuck has 25 years of experience as a project manager and project engineer on multiple projects including pump station design and rehabilitation, pump system design, water treatment alternative evaluations , well design, well testing, water quality evaluations, water system design, water system operation optimization, pump system design, elevated tank design , force main design, and various treatment plant improvement projects. EXAMPLE PROJECT EXPERIENCE Chuck served as a project analyst on the following projects: ► JCUA Pump Station 8 Rehabilitation, Ocean Springs, MS-Project Manager. The existing Pump Station No. 8 (PS 8) averages 1,255 gpm with two 35 Hp Flygt Model 3201 .091 pumps rated at 2,150 gpm per pump at 45 feet of total dynamic head. Kimley-Horn was retained to provide design services for the rehabilitation. The design included hydraulic modeling to confirm the current and future operating parameters of PS 8, recommendations for operationa l improvements, identification of observed pump station deficiencies, wet well rehabilitation, recommended repairs and improvements to the discharge piping, and system control upgrades. Upon approval of the recommended rehabilitation and flow redirection modifications , contract documents were prepared for bidding purposes. Kimley-Horn provided construc tion management and observation services . ► JCUA Regional SRF Tucker Road Pump Station 6 Rehabilitation, Pascagoula, MS-Project Manager. This project included the development of a facilities plan and design of conveyance system improvements . Project aspects included demand projections, capacity analysis, hydraulic modeling, and design . System improvements inc luded a new 3,200 gpm regional pump station (to replace the existing PS 6) and a 6 ,000 gpm in -line pressure-reducing station to reduce the existing operating pressures in the force main, gravity sewer improvements and to increase capacity. The project includes bypass pumping connecti ons, future pigging connections, 600 kW emergency generator, VFD controllers, and SCADA. These improvements will provide for additional growth within the service area and reduce existing Sanitary Sewer Overflows (SSOs). 1 Pump Station 182, Tallahassee, FL-Project Manager. Responsible for design of a new 23 MGD (16,000 gpm) regiona l wastewater pump station. Responsibilities included the pump station dimensional layout , calculations, pump selection, and coordination with other disciplines . The pump station design consists of four submersible electric pumps (N+ 1) rated at 5,330 gpm each with one serving as emergency backup, SCADA, odor control , and standby emergency generator power. ► CR 33 24-inch Water Main Extension, Fairhope, AL-Project Manager. Design of 20,000 LF of 24-inch diameter ductile iron water main extension. The project inc ludes two 24-inch diameter HOPE horizontal directional dri ll s, one 1,100 LF of 24-inch ductile iron directional drill , permitting assistance, coordination with the City of Fairhope, Baldwin County Roadway, and the Alabama Department of Environmental Management. 1 Sanitary Sewer Consent Decree Program, Meridian, MS-Project Eng in eer. Responsible for quality assurance and control on the City of Meridian sanitary sewer collection and transm ission system in accordance with the Consent Decree between the City and the Environmental Protection Agency. Services include evaluation of existing sewer system data , updating existing GIS data , and development of work plans for future evaluations to include real-time manhole surcharge monitoring, sanitary sewer flow and rainfall monitoring, basin prioritization based on infiltration and inflow, sewer system capacity analysis, and sewer system eva luation survey (SSES) activities. Responsibilities include updates to the City's GIS database to include gravity sewer d ia meters , materials, date of installation and geospatial adjustments , mapping, Chronic SSO reporting and tracking , and development for sewer rehabilitation and replacement projects . Kimley>>> Horn 10 163 i Education: Bachelor of Science, Civil Engineering , Mississippi State University ► Professional Licensure: Professional Engineer in Alabama (#32644) and M ississippi ► Certified Construction Document Technician IWC N44004.2023 JASON GAULT, P.E. / I QUALITY CONTROL/QUALITY ASSURANCE Jason ha s 23 years of experience involving the planning, design, and construction administration for a wide range of civil engineering projects. He has been involved in all aspects of numerous water and wastewater projects including system planning, asset management, water main design , water treatment plant design , and pump station design. Jason has extensive experience in developing plans and specifications and providing construction administration services for many of the projects in which he was involved . EXAMPLE PROJECT EXPERIENCE Jason served as a project analyst on the following projects: , JCUA Pump Station 8 Rehabilitation, Ocean Springs, MS-Project Eng ineer. The existing Pump Station No. 8 (PS 8) averages 1,255 gpm with two 35 Hp Flygt Model 3201.091 pumps rated at 2,150 gpm per pump at 45 feet of total dynamic head. Kimley-Horn was retained to provide design seNices for the rehabilitation. The design included hydraulic modeling to confirm the current and future operating parameters of PS 8, recommendations for operational improvements, identification of obseNed pump station deficiencies, wet well rehabilitation, recommended repairs and improvements to the discharge piping, and system control upgrades. Upon approval of the recommended rehabilitation and flow redirection modifications , contract documents were prepared for bidding purposes. Kimley-Horn provided construction management and obseNation seNices. , JCUA Regional SRF Tucker Road Pump Station 6 Rehabilitation, Pascagoula, MS-Project Eng ineer. Thi s project included the development of a facilities plan and design of conveyance system improvements. Project aspects included demand projections, capacity analysis , hydraulic modeling, and design. System improvements included a new 3,200 gpm regional pump station (to replace the existing PS 6) and a 6,000 gpm in-line pressure-reducing station to reduce the existing operating pressures in the force main, gravity sewer improvements, and to increase capacity. The project includes bypass pumping connections, future pigging connections, 600 kW emergency generator, VFD cont rollers , and SCADA. These improvements will provide for additional growth within the seNice area and reduce existing Sanitary Sewer Overflows (SSOs). , S-29 Pump Station Design, Miami, FL-Project Engineer. Kim ley -Horn was selected by the South Florida Water Management District for the design of a new 2,500-cfs forward pumping station to be lo cated on the northwest side of the existing S-29 Control Structure within the C-9 Canal. Kimley-Horn is al so performing a structural evaluation of the existing control structure and subsequent design of the recommended refurbishments for its continued flood protection and seNice. • CR 33 24-inch Water Main Extension, Fairhope, AL-Project Engineer. Design of 20,000 LF of 24 - inch diameter ductile iron water main extension. Project includes two 24-inch diameter HOPE horizontal directional drills, one 1,100 LF of 24-inch ductile iron directional drill, permitting assis tan ce, coordination with the City of Fairhope, Baldwin County Roadway, and the Alabama Department of Environmental Management. , Sanitary Sewer Consent Decree Program, Meridian, MS-Proje ct Manager. Respons ib le for quality assurance and control on the City of Meridian sanitary sewer collection and transm ission system in accordance with the Consent Decree between the City and the En vironmenta l Prote ction Agency. SeNices include evaluation of existing sewer system data, updating existing GIS data , and development of work plans for future evaluations to include real-time manhole surcharge monitoring , sanitary sewer flow and ra infall monitoring , basin prioritization based on infiltration and inflow, sewer system capacity analysis , and sewer system evaluation suNey (SSES) activities. Responsibilities include updates to the City's GIS database to include gravity sewer diameters , materials, date of installation and geospatial adjustments , mapping , Chronic SSO reporting and tracking, and development for sewer rehabilitation and repla ceme nt projects. Kimley >>> Horn 11 164 • Education: Bachelor of Science, Civil Engineering, University of South Alabama ► Professional Lic ensure: Professional Engineer in Alabama (#38381) and Florida ► National Association of Sewer Service Companies Certifications in Pipe li ne Assessment , Manhole Assessment , and Lateral Assessment IWCN44004.2023 BROCK JONES o E // HYDRAULIC MO DELING , PUMP STATION DESIGN, , r. • CONSTRUCTION OBSERVATION Brock has 9 years of experience serving as a project engineer for a variety of water/wastewater utility projects that included providing hydraulic modeling analysis , force main tran sien t modeling analys is, water and sewer system design , specification development, and construction management. He also has assisted in developing Capacity, Management, Operation, and M aintenance (C MOM), and Sewer Eva luat ion and Capacity Assurance Plan (SECAP) programs . He has experience wi th developing models from th e most simplisti c (steady state) to more advanced dynamic sewer models that c an simulate existing inflow and infiltration rates . EXAMPLE PROJECT EXPERIENCE Brock served as a project analyst on the following projects: ► JCUA Pump Station 8 Rehabilitation, Ocean Springs, MS -Project Engineer. The existing Pump Station No. 8 (PS 8) averages 1,255 gpm with two 35 Hp Flygt Model 3201.091 pumps ra ted at 2, 150 gpm per pump at 45 feet of total dynamic head. Kimley-Horn was retained to provide design services for the rehabilitation. The design includ ed hydraulic modeling to confirm the current and future operating parameters of PS 8 , recommendations for operatio nal improvements, identification of observed pump stat ion deficiencies, wet well reha bilitat ion, recomme nded repairs and improvements to the discharge piping , and system contro l upgrades . Upon approval of the recommended rehabi litation and flow redire ction modifications, contract documents were prepared for bidding purposes. Kimley-Horn provided construction management and observation services . ► JCUA Regional SRF Tucker Road Pump Station 6 Rehabilitation, Pascagoula, MS -Project Enginee r. This project included the development of a facilit ies plan and design of conveyance system improvements . Project aspects included demand projection s, capacity analysis, hydraulic modeling, and design . System improvements in c luded a new 3,200 gpm regional pu mp st ation (to replace th e existing PS 6) and a 6,000 gpm in-line pressure-reduci ng stat ion to reduce the existing operating pressures in the force main, gravity sewer improvements, and increased capacity. The project includes bypass pumping connections , future pigging connections, 600 kW emergency generator, VFD controllers, and SCADA. These improvements will provide for additional growth within the service area and reduce existing Sanitary Sewer Overflows (S SOs). ECUA Master Plan, Pensacola, F L-Project Engineer. Kimley-Horn provided modeling and planning services to support th e capacity evaluat io n of th ree lift stations and force mains that contrib ute flows to the ECUA's conveyan ce system utiliz ing ECUA's current lnfoworks ICM sewer model. This assessment also included a review of SCADA data , population projections, and information provided by ECUA staff. A m emorandum was prepared for each respective evaluation that identifies observed deficiencies, as well as recomme nded improvements. The evaluation of the capacitie s of the LS and force mains in the area s requested by ECUA was performed under th e 10-year 24-hou r storm for current and future conditions. The ev aluat ion included fu ture con d itions as per the p lann ing horizon of the SECAP (2030) and future deve lopments to areas of planned growth as provided by ECUA. Hydraulic modeling support for the rehabilitation of lift station (LS) 143, LS -100 upgrades, and upgrades to LS 50 . The memorandum presented the modeling results with recommendations fo r each respective pump design point and system improvements. • Wastewater Master Plan, Temple Terrace, FL-Project Engineer. Kimley-Horn developed a comprehensive wastewater master pla n for the purposes of identifying system deficiencies and prioritizing capital improvement projects. Tasks included fie ld drawdown pump testing, pump station condition assessment, hydraul ic model development and calibration , population demand and future growth projections, capita l improvement plan development, and technical report. Kimley>>> Horn 12 165 , Education: Bachelor of Science, Civil Engineering , University of South Alabama 1 Professional Licensure: Engineering Intern in Alabama , Education: Master of C ivil Eng ineering: Water Resources, University of Kansas ; Bachelor of Science, Pe troleum Engineering , Texas Te ch University 1 Professional Licensure: Engineering Intern in Alabama {#19020); FAA-Certified Unmanned Ai rc raft Pilot IWCN44004.2023 .............................................................. TAYLOR CHANNELL, E.I. // HYDRAULIC MODELING ; PUMP STATION DESIGN & PERMITTING Tayl or is an enginee ring intern working c lose ly wi th Kimley-Horn's utility eng ineers. She is experienced with hydraulic modeling, water system design, collection system design , pump station an d force main d esign, permitting , site civi l design , and stormwater projects . EXAMPLE PROJECT EXPERIENCE Taylor served as a project analyst on the following projects: 1 CR 33 24-inch Water Main Extension , Fairhope, AL 1 Meridian Hydraulic Wat er Model, Meridian, MS 1 Water Distribution System Hydraulic Model Update, Co llege Park, GA 1 ECUA , Master Plan Water System Analysis and Hydrauli c Modeling, Pensacola, FL 1 Mobile County, Water System Mod el, Mobile, AL 1 Hydrau lic Modeling and Evaluation Services for System Expansion, Venice , FL 1 Water System Model ing for Infrastru cture Assessment , Wil son, AR 1 JCUA Regional SRF Tu cker Road Pump Station 6, Pascagoula, MS 1 Waterworks Road Tran smission Main Rel ocation, Bufo rd, GA 1 JCUA Pump Station 8, Ocean Springs , MS ► JCU A Force Main Re-route to Gautier POTW, Gautier, MS , JCPA Singing River Island Nanofiltration Treatment System , Pascagoula, MS 1 Spruce Creek Preserve WTP Well and Hydro Tank, Marion County, FL BEN SHIPLEY, E.I. //CONSTRUCTION OBSERVATION Ben is an engineering intern working c losely w ith Kim ley-Horn's util ity engineers . He is experienced with pump stat ion design, water system d esign, gravity sewer, force main design, permitting, site civi l design , and construction oversight services. EXAMPLE PROJECT EXPERIENCE Ben served as a project analyst on the following projects: 1 CR 33 24-inch Water Main Extension, Fa irhope, AL 1 J CU A Reg iona l SRF Tucker Road Pump Stati on 6, Pascagoula, MS , J CU A Pump Station 8, Oce an Springs, MS 1 Spruce Creek Preserve WTP Well and Hydro Tank, Marion County, FL 1 Sanitary Sewer Consent Decree Program , Meridi an , MS , Wa stewater System Design, Port of St. Lucie Village, FL , 54-inch Interceptor Repair, M eridian, MS 1 Mobile A irport Authority, New Aircraft Wash Rack, Mobi le, AL , New Bethany Road Sewer Extension , Buford, GA 1 Pump Station Assessment and Evaluation, New Smyrna Beach , FL Kimley>>>Horn 13 166 SUBCONSULTANTS Kimley-Horn is proposing to work with the followi ng subcontractors. We have worked with Curt Doyle of Geotechnical Engineering Testing on the JCUA PS 6 and PS 8 projects and are currently working with McCrory & Williams (Surveying) on projects with the City of Mobile and Mobile County. We are fam iliar with each of our subcontractor team members and are prepared to work seamlessly with the City of Fairhope. Below are brief bios for our proposed subconsultants . McCrory ~ Williams INCORPORATED E '\(;l~h ER!'-Sl K\'1.H lRS MCCRORY & WILLIAMS , IN ,. Survey McCrory & Williams have performed utilities and stormwater engineering as well as survey on many similar project sites in the City. President Carah Vuncannon and her team bring unmatched experience working close ly ADEM , AREMA , USAGE, City of Mobile, and MAWSS. Their existing relationships with these key municipal and regulatory agencies will help expedite the permitting and plan approval process-saving budget and schedule . EOTECHNICAL ENGINEERING TESTING, INC. C'E:01 ECH!~ICAL EN131NEER ING HSTH,1G li✓ L Geotechnica/ Geotechnical Engineering Testing, Inc . (GE1) is a privately held civil engineering specializing in geotechnic al engineering , construction materials testing , and infrastru cture/pavement management. Incorporated in 197 4, GET provides quality engineering and test ing services to government entities, industry, developers, and architectural/civil engineering firms . The GET team is experienced with complex foundation engineering systems, construction materials testing , and construction materials engineering. Geotechnical engineering evaluations are performed by its staff of geotechnical engineers . All associated construction materials testing/special inspection services are performed by certified technicians under the superv ision of GET's engineering staff. RESOURCES AND AVAILABILITY We have carefully selected a key team of seasoned professionals that offer the high level of responsiveness you need in the short - and long -term duration of this contract. The depth of our staff in required areas of expert ise and our familiarity with the needs of municipalities allows us to maxim ize our coordination efforts wh ile integrat ing resources, adhering to projec t sc hedules, an d effe ctively managing the budget. With these processes in place , we can meet the technical and staffing needs anticipated for this contract. Project manager Chuck Starling will coordinate our team to make sure we meet your production schedule . The individual members of our project team were se lected using two criteria : (1) their experience with a wide range of municipal projects, and (2) their availability to assume major technical responsibi lities within this contract time frame . Kimley -Horn uses a proactive management system, known as "cast-aheads" to detail every project's personnel needs and also to determine each staff person 's availability. By continuously matching project needs w ith staff availability, our cast -aheads system is an accurate too l for keeping our projects on schedule . Based on a review of our cast-aheads, the staff members selected for this team are ava ilabl e immediately to serve you and are in an excellent position to handle the demands of th is projec t. UNDERSTANDING AND FAMILIARITY Wl1 H THE !~EEDS OF THE ENVIRONMENT OF THE COMMUNll Y Our local staff se lected to serve you on this important project work out of the Mobile office , just minutes from the City of Fairhope's offices, and we can be at the City at a moment's notice. Project manager Chuck Starling understands the commun ity and ha s b een in the Fairhope area for over 20 years . Five of our key team members live in Baldwin County, lo cal to the C ity of Fairhope . Our team's comprehens ive knowledge of collection and conveyance systems allows us to provide the best possible service. We have the fam iliarity and experience ne cessary to most effectively re spond to your needs and help realize your strategic goals. IWCN4 4004 .2023 Kimley>>> Horn 14 167 SECTION 6 -PROJECT APPROACH [X PL ANAT IO N OF HOW FI RM WOULD IJ/!Wl E: lHI~, flf1{) l[(-1 AND SUP PO In l!I E. Gil Y'S NE EDS /1l~!J (W,IH , i 1\/f. COMMUNICAl ION Kimley -Horn operates a cl ient-centered style of project management-oriented toward maintaining high levels of quality and communication . We will listen, learn, and discuss project objectives with the City. We will id entify potential issues at the beginning of the project to make sure your expectations will be met and ideas incorporated. Acting as an extension of the City's staff, we understand our role is to serve the City by providing successful services that meet or exceed your expectations . To us , this means not o nly deli vering project solutions that work but also partnering with City staff through the process. Chuck Starling, P.E., BCEE, will serve as the project manager and will work closely with the City throughout project development. Our team will : 1 Work with the City to develop the projec t scope to include all work tasks , Establish a project schedule showing key project tasks , milestones, and regular progress meetings 1 Customize the work plan according to your needs, project schedule , and budget Our management informat ion system (MIS) software is used for every project to help project managers in efficient project administration . Project managers and task managers receive status reports twice each month as to the costs associated with the project. In addition to the MIS software, our project managers use our "cast -ahead" software for workload planning and resource allocation. Project managers meet once a week to discuss staff availability and project demands to direct resources where they are needed to meet client needs. This level of planning and tracking enables us to control project budgets and keep our clients full y informed of the administrative aspects of each project. PRELIMINARY ENGINEERING D/iT A CO LLECT IO N The Kimley-Horn team will begin meeting with City Staff to review of all readily available data-such as re cord drawings, GIS maps, and flow records-and develop the prel iminary concept fo r the force main design immediately upon Notice to Proceed. Pfl0,1E.C T KIC KOFF MEET ll~G The project kickoff meeting presents an opportunity for City staff, stakeholders , and others to provide insight and input into the initiation of the project. Key Kimley-Horn team members will be avai labl e for this meeting , including subject matter experts , senior engineers , and the project manager. The agenda for the meeting will be determined by Kimley-Horn and City staff. The deliverables of the kickoff meeting will be meeting minutes and necessary supporting documentation to memorialize the discussion and decisions made at the meeting . During the kickoff meeting, we will discuss: , Key personnel, contact information, and communications protocols 1 Overall project goals 1 Permitting 1 Safety guidelines and requirements , Design options and City preferences 1 Staff commentary and observations , Staff recommendations for upgrades , Quality control process 1 Evaluation outline 1 Zoning (if applicable) Following the kickoff meeting, we will immediately beg in fieldwork on the force main routing and conflict resolutions. The following is a description of our approach to each ta sk . HYDRl\lll IC Al~AL YS IS1PERF·OhM/\l~CE FV;\L UP.l 1rJIJ A detailed hydraulic analysis is a critical part of all projects involving pumps and force mains. For this project , the hydraulic analysis could occur during the preliminary engineering phase or during the design phase. A detailed and accurate hydraulic analysis helps ensure that the improvements function as intended. Conducting a hydraulic analysis includes two primary activities: hydraulic calculations or modeling and field performance test ing. Kimley-Horn's approach to each of these acti vi ties is described in detail be low. Hydraulic Calculations To calculate the hydraulics of the system , certain information is necessary. We typically use hydraulic models, record drawings , GIS, pump curves, and other available data to begin the hydraulic calculations . Most simple force mains can be modeled accurately using a spreadsheet tool. Our team has developed an Excel spreadsheet that is designed specifically for ca lcu lat ing force main hydraulics . Ideally, we prefer to have preliminary hydrauli c calculations completed prior to performing any performance testing so we know what additio nal information needs to be obtained in the field . Having preliminary hydraulic calculations also gives us an idea of how the system should be operating so we can check the results while testing. 1 !:.CHI IILAl hiiEl/:Of:AIJl1LJ!/1 All the data collected and a summary of the analysis from the condition assessment and performance testing will be presented during a review meeting with City staff and in a technical memorandum. Th is Technical Memorandum (TM) will be provided as a draft initially and reviewed with City staff prior to revising the final edition. Kimley-H orn will use this TM to recommend a strategy based on multiple factors, inc luding: , Construction cost 1 Environmental concerns 1 Neighborhood impacts 1 Construction risks 1 Maintenance Operation 1 Permitting Life cycle costs , Easement constraints Construction sequen ci ng IWC N44004 .2023 Kimley >>> Horn 15 168 The TM will specific all y include recommendations for: 1 Preferred alternatives and methods 1 Capacity of the proposed force mains , diameters, and materials ► Sequencing of construction and bypass pumping The TM also will detail the constructibility issues and include an opinion of probable construction cost (OPCC). Once the City and Kimley-Horn have fina lized the detai ls of the TM, Kim ley-Horn will produce the final TM upon which the project design w ill be based. The preliminary engi neeri ng phase w ill conclude with deve loping a mutually agreed -upon schedule for completing the design phase . XAK-PACK pump station performance testing tool D!:SI G!~ At the onset of the d esign process, Kim ley-Horn will obtain design data from City st aff and w it h t he assistance of our t rusted subconsultant partners-McCrory & Williams (Survey) and Geotechnical and Engineering Testing (Geotechnica l). During design, Kimley-Horn will: 1 Provide constructi on drawings , specs, and OPCCs at 30%, 90%, and Fina l int erva ls as req uest ed by the City 1 Collaborate with our loca l contractor partners to complete constructibility reviews throughout the design process and assist with OPCC development f'l::R.M ITTING Our experienced internal environmental team is prepared to address any environmental issues that may arise after a more detai led review of the site. Sil, VEY Kim ley-Horn will co ll aborate with o ur survey subconsu ltant to provide the site survey. GE.OT ECHNICAL Geotechnical Engineering and Testing will provide soil borings necessary for prope rl y designing the horizontal directi ona l drills and provide the Contractors with the information necessary to proper ly bid the work. HIDnlNG Kimley-Horn will lead/assist the City with the fo ll owing tasks during the bid phase of the project: , Project advertisement 1 Prepare and d istribute bid documents 1 Conduct pre -bid meeting, distribute meeting summary, and cond uct fie ld wa lk- through (if desired) 1 Evaluate questions and issu e addenda as necessary ► Assist wi t h bid opening, evaluation, tabulation , recommendation of award , and construction contract execution Construction of CR 33 water main extension C:nt~Sl RUCT I Ot ✓ PHM,f. Kimley-Horn will lead/assist the City with the fo ll owing tasks during the construction phase of the project: 1 Lead pre-construction conference with City and contractor 1 Review cont ractor shop drawings , Lead construction progress meetings with City and contractor 1 Provide public relations outreach assistance 1 Coordinate with the City to provide as-needed construction observation ► Certify substan t ial and fi nal completion of t he work , Recommend final acceptance of the work 1 Record drawing preparation and warranty walk-throughs Our project manager, Chuck Starling, P.E., SCEE, is a local resident who is easily accessible and can be present at t he City's request. PllfH .IC Ol!l RE-ACH This project's locations are in a relatively visible location. If needed , we can help monitor local socia l media channe ls/public forum . To alleviate public concerns, if requested by the City, we can assist with providing effective communication or comm uni cation materials, and outreach . Potential forms of outreach may inc lude : 1 Assist the City by meeting directly with property owners and stakeholders 1 Provide key questions/answers , project facts, and project contacts Early meet ings with permitting agencies and jurisdictional authorities 1 Weekly schedule updates to project stakeholders throughout construction IWCN44004.2023 Kimley>>> Horn 16 169 SECTION 7 -REFERENCES Detailed descriptions of the below-referenced projects are included in Section 3. CLIENT REFERENCE #1 CITY OF FAIRHOPE Tim Manuel, Assistant Supervisor , 161 North Section St. 1 Fairhope, AL 36532 , 251 620 7 147 , tim .manuel@fairhopeal.gov Description/Scope of Services CR-33 24-inch Water Main Extension ; design of a water main extension to increase system capacity and to reduce low pressure issues during peak demand conditions . CL IENl INFORMATION #'2 JACKSON COUNTY UTILITY AUTHORITY 1 Chase Glisson, P.E., Deputy Director • 11100 Highway 57 , Vancleave , MS 39565 , 228 762 0119 x5306 , cglisson@jcua-ms.us Description/Scope of Services Pump Station 8 Rehabilitation; design services for the rehabilitation of existing pump station and associated force mains. CLI NT RE R NCE #3 CITY OF MERIDIAN , Jimmy Eckman , Director of Utilities , 311 27th Avenue , Meridian , MS 39301 I 601 479 1288 jimmyeckman@meridianms.org Description/Scope of Services Wastewater Consent Decree ; planning, prioritizing, and implementing sanitary sewer rehabilitation activities for the City of Meridian associated with an active Consent Decree. SECTION 8 -EQUAL OPPORTUNITY Kimley-Horn has a company policy of meeting or exceeding our clients' stated minority business participation goals. Kimley-Horn is not a certified Minority Business Enterprise (MBE) firm, but through corporate policies and philosophy, the firm actively seeks to encourage and promote the use of MBE firms. For this project, Kimley-Horn has teamed with McCrory & Williams , Inc. (WBE). McCrory & Williams will perform all survey services related to this project. McCrory & Williams and Kimley-Horn have successfully partnered on several similar projects along the Gulf Coast. The firm's DBE certificate is included below. DBE/MBE utilization as part of our contracts is a matter of corporate philosophy at Kimley-Horn . We have served in the role of subconsultant as well as primary consultant with these firms . Our aggressive MBE utilization policy ensures that Kimley -Horn is furthering the positive economic development momentum through the use of MBE businesses by its contractors. In 2022, Kimley -Horn paid $71 .1 million to more than 700 DBE/MBE/WBE firms. Over the last 10 years. Kimley-Horn has paid more than $321 million to minority firm partners. THE ALABAMA DEPARTMENT OF ECONOMIC AND COMMUNITY AFFAIRS OFFICE OF MINORITY BUSINESS ENTERPRISE FOR THE STATE OF ALABAMA GOVERNOR KAY IVEY Hereby Declares Th~t MCCRORY & WILLIAMS, INC. Mobile,Alabama bu bcc.n ccrtifted u a worna.o-owncd bvsinc11 in Tbc State of Alabama. Given llfldtr my hand , 11 tliit City of Momgomcry, thrs the 27th day of AYJUII in the year of our Lord 2022 . ~~~,~~A C~ttif,a,t"' Ho. Wll-OUlUl-tot-&l l"""•"'lTl .. 4••11 ..... •• .... •-•r•o"-•M•kn ,1,.., IWCN44004 .2023 Kimley >>> Horn 17 170 APPENDIX -EVIDENCE OF CURRENT LICENSE Below is Kim ley-Horn 's curre nt li cen se from the Alabama Bo ard of Licensu re for Professiona l Enginee rs and Land Surveyors. IWC N44004 .2023 ~tate of ~labama ~oarb of 1.itmsurt for ~rofe111ional Cfnainum anb bnb &ur\Jepors This is to certify that KIM LEY -HORN AND ASSOCIATES INC Having given satisfactory evidence of the necessary qualifkations required by law has been duly ce r tificated and is hereby Issued Certificate of Authorization ECA511 authori:zlng the firm to provide or offer to provide ENGINEERING services in the State of Alabama through individual licensed professional licensees as agents , employees, officers or partners. This certificate requires the firm to oper ate in the State of Alabama as KIMLEY-HORN AND ASSOCIATES INC In testimony whereof witness the signature of the Executive Director under seal of the board on 5/2/20'1:J. f.xl,cutive Di r ector This cer tificate will expire on 12/3 J/'JJJZ3 unless renewed . Kimley>>> Horn 18 171 172 Requesto r; Daryl Morefield CITY OF FAIRHOPE PURCHASING DEPARTMENT PROJECT REQUEST FORM Department : Sewer -------------- Project Name : Restore pre-construction requirements Project Description : Force sewer main upgrades prior to Restore project Project Category : Budget Amount : Bid $4,375,00.00 X Professional Service Other: Budget Code : 004020-59500 Budgeted for Current FY: X Yes No Bid Duration: Engineer of Record : Pre-Bid Meeting: Scope of Work Provided By : Project Manage r: Insurance Requirements : Bonds: Related Blds/RF's Force Account Project : Notes : BID INFORMATION Project Duration: -------------- No Yes Mandatory _ Non-Mandatory Contract Extensions: No Yes ------------- No Minimum Bid Maximum Performance FORCE ACCOUNT INFORMATION Yes Estimated Amount: ------ SIGNATURES Labor & Materials Budget Code : ---- Senio r Ac countant: .~~.~ ,71&!J,f;!a ------------ Mayor: 555 S Section Street I Fairhope, Alabama 36S3l 251.918.8003 (p} / www.FairhopeAL.gov COF•PU/!•003 091321 173 FROM: SUBJECT: AGENDA DATE: CITY OF FAIRHOPE AGENDA MEMORANDUM I Erin Wolfe Requesting Approval by City Council to award RFQ PS23-025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements November 13, 2023 RECOMMENDED ACTION: The Superintendent of Water and Wastewater Department, Daryl Morefield, and the Evaluation Committee requests approval of the award of RFQ PS23-025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements to Krebs Engineering and authorize the Mayor to negotiate the fee schedule for the contract. BACKGROUND INFORMATION: The Superintendent of Water and Wastewater Department, Daryl Morefield, has requested to hire an Engineering Firm for the improvements to the Wastewater Treatment Plant Headworks, which will be partially funded by funds provided through the American Rescue Plan Act (ARPA) of 2021. Request for Qualifications RFQ PS23-025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements was advertised in three (3) statewide newspapers for three (3) weeks, and on the City website, beginning August 11, 2023. The bid was viewed by 142 of the 385 vendors who received e-notifications through the City website. The bid was opened on September 14, 2023 at 10:00 a.m. Six (6) firms responded . The proposals were evaluated by seven (7) City of Fairhope staff (see attached Evaluation Score Sheet). The recommendation by the evaluation team is to hire Krebs Engineering . The Superintendent of Water and Wastewater Department , Daryl Morefield, and the Evaluation Committee requests approval of the award of RFQ PS23-025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements to Krebs Engineering. I 174 BUDGET IMPACT/FUNDING SOURCE: Account No . Account Title Current Budget Cost Available Budget 004020-Waste Water $ -$ -($_) 59500 System lmprv Authorize Mayor's selection and negotiation of fee schedule . GRANT: American Rescue Plan Act (ARPA) of 2021. LEGAL IMPACT: NIA FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: 11/27/2023 lndividual(s) responsible for follow up: Daryl Morefield, Sherry Sullivan Action required (list contact persons/addresses if documents are to be mailed or emailed): N/A 175 RESOLUTION NO. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: (1] That the City of Fairhope awards RFQ No . PS23-025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements to Krebs Engineering and Associates; and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 13TH DAY OF NOVEMBER, 2023 Attest: Lisa A . Hanks , MMC City Clerk Jay Robinson, Council President 176 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 City Treasurer 161 North Section St. PO Drawer 429 Fairhope , AL 36533 251 -928 -2136 (p) 251 -928-6776 (f) www.fairhopeal.gov MEMO To: From: Suzanne Doughty, Senior Accountant Kimberly Creech, City Treasurer Erin Wolfe, Purchasing Manager Date : October 30, 2023 Re: Requesting Approval by City Council to award RFQ PS23-025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements The Superintendent of Water and Wastewater Department , Daryl Morefield , has requested to hire an Engineering Firm for the improvements to the Wastewater Treatment Plant Headworks , which will be partially funded by funds provided through the American Rescue Plan Act (ARPA) of 2021 . Request for Qualifications RFQ PS23 -025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements was advertised in three (3) statewide newspapers for three (3) weeks , and on the City website , beginning August 11 , 2023 . The bid was viewed by 142 of the 385 vendors who received e-notifications through the City website . The bid was opened on September 14 , 2023 at 10 :00 a.m. Six (6) firms responded . The proposals were evaluated by seven (7) City of Fairhope staff (see attached Evaluation Score Sheet). The recommendation by the evaluation team is to hire Krebs Engineering . The Superintendent of Water and Wastewater Department , Daryl Morefield , and the Evaluation Committee requests approval of the award of RFQ PS23-025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements to Krebs Engineering . Please place on the next City Council Agenda this request to award RFQ PS23 - 025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements to Krebs Engineering and Associates and authorize the Mayor to negotiate the fee schedule for the contract. Enclosure Cc : Daryl Morefield, Nicole Love 177 CITY OF FAIRHOPE EVALUATION Request for Qualifications No. PS23-025 NAME : Professional Engineering Services fo r Wastewate r Treatment Plant Headworks Improvements Opened : September 14, 2023 at 10 :00 A.M . Baskerville-Donovan, Inc . Points Range Evaluator 1 Ev aluat or 2 Evalua t or 3 Criteria l : Qua lifications, Know ledge , and Expertise Rega rding 0-20 18 18 17 t he Proposed Scope of Work Cri t eria 2 : Experience of Proposed Key Personne l 0-20 18 19 17 Criteria 3 : Res o urces an d Availab ility 0-10 8 9 8 Cr it eria 4: Ex perience w ith Federally Funded Projects 0-10 8 9 7 Cr it eria 5 : Un derstanding and Famil iarity wi t h t he Needs of 0-20 the En vironment of the Community 18 18 1 7 Crit er ia 6: Previous Expe r ience in Working w ith Publicly 0-20 Owned Utilit ies 18 19 18 Total Score : 88 92 84 Avera ge Sco re : Evaluator 4 Eva luator 5 Evaluator 6 Evalua t or 7 18 20 14 15 17 15 15 15 8 10 8 8 9 10 8 5 16 18 17 15 18 18 18 15 8 6 91 80 73 85 178 Garver Points Range Evaluator l Evaluator 2 Evaluator 3 Evaluator 4 Evaluator 5 Evaluator6 Evaluator 7 Criteria 1 : Quali fica tions, Knowledge, and Expertise Regarding 0-20 18 19 16 19 18 18 15 the Proposed Scope of Work Criteria 2: Experience of Proposed Key Personnel 0-20 18 18 18 18 14 18 18 Criteria 3: Resou rces and Ava ilability 0-10 8 9 7 8 8 9 6 Criteria 4: Experience w ith Federally Funded Projects 0-10 8 9 8 9 8 8 5 Criteria 5: Understanding and Familiar ity with the Need s of 0-20 18 19 18 19 10 18 14 the Environment of t he Community Criteria 6: Prev ious Experience in Working with Publ icly 0-20 18 18 18 19 17 18 15 Owned Utilities Total Score : 88 92 85 92 75 89 73 Average Score : 85 Goodwyn Mills Ca w ood (GM C) Points Range Evaluator 1 Evaluator 2 Evaluator 3 Evaluator 4 Evaluato r 5 Evaluator 6 Evaluator 7 Criteria 1: Qualificat io ns, Knowledge, and Expertise Regarding 0-20 15 16 17 18 16 17 15 the Proposed Scope of Work Criteria 2: Experience of Proposed Key Personnel 0-20 15 18 16 17 15 15 15 Criteria 3: Reso urces and Availabil ity 0-10 5 8 7 8 10 8 8 Criteria 4: Experience with Federally Funded Projects 0-10 5 9 7 7 10 9 5 Criteria 5: Understan ding and Familiarity w ith the Ne eds of 0-20 15 18 the Env ironment o f the Community 17 19 14 17 15 Criteria 6: Prev ious Experience in Working with Publ icly 0-20 15 18 17 19 17 18 15 Owned Utilities Total Score : 70 87 81 88 82 84 73 Average Score : 81 179 Kimley-Horn and Associates Points Range Evaluator 1 Evaluator 2 Evaluator 3 Evaluator 4 Evaluator 5 Evaluator 6 Evaluator 7 Criteria 1: Qua lifications, Knowledge, and Expertis e Regarding 0-20 19 19 18 19 20 18 15 the Proposed Scope of Work Criteria 2: Experience of Proposed Key Personnel 0-20 18 19 18 19 19 19 15 Criteria 3 : Resources and Availability 0-10 8 9 7 9 8 9 8 Criteria 4 : Experience with Federally Funded Projects 0-10 8 10 8 9 9 8 5 Criteria 5: Understa nding and Fam il iarity with the Needs of 0-20 18 18 18 19 19 18 15 the Environment of the Community Criteria 6: Previou s Experience in Working with Publicly 0-20 19 19 18 19 17 18 15 Owned Util ities Total Score : 90 94 87 94 92 90 73 Average Score : 89 Krebs En!'lineering Points Range Evaluator 1 Evaluator 2 Evaluator 3 Evaluator 4 Evaluato r 5 Evaluator 6 Evaluator 7 Criteria l: Qualifications, Knowledge, and Expertise Regarding 0-20 19 19 18 19 20 19 20 the Proposed Scope of Work Criteria 2: Experience of Proposed Key Personnel 0-20 19 19 18 19 17 18 20 Criteria 3: Resources and Availability 0-10 9 9 7 9 7 9 8 Criteria 4 : Experience w ith Federally Funded Proj ects 0-10 9 9 7 9 7 9 8 Criteria 5 : Understanding and Fam iliarity w ith the Ne eds of 0-20 19 19 18 19 18 19 18 the Environment of the Community Criteria 6: Prev ious Experience in Working with Publicly 0-20 Owned Utilities 19 20 19 19 19 19 15 Total Score: 94 95 87 94 88 93 89 Average Score : 91 180 Volkert Points Range Criteria 1: Qualifications, Knowledge, and Expertise Regarding 0-20 the Proposed Scope of Work Criteria 2: Experience of Proposed Key Personnel 0 -20 Criteria 3 : Resources and Availabil ity 0-10 Criteria 4 : Experience with Federally Fun ded Projects 0-10 Cr iteria 5: Understanding and Fa mi liarity with the Needs of 0-20 the Environment of the Commun ity Criteria 6: Previous Erperience in Working with Pub licly 0-20 Owned Utilities Total Score : Average Score: Recommendation: To the best of my knowle rige th is is an accurate Evaluation Tabula tion Si' ature • ~IM =• WatenWastewater Superintendent Signature Erin Wolfe, Purchasing Manager Evaluator l Evaluator 2 17 18 17 19 7 8 7 9 17 18 17 19 82 91 Evaluator 3 Evaluator 4 Evaluator 5 Evaluator 6 Evaluator 7 17 19 20 18 18 17 18 18 18 20 8 9 10 8 8 8 9 10 8 8 18 20 15 18 15 18 19 19 18 15 86 94 92 88 84 88 181 KREBS ENGINEE RI NG 'o/ PREPARED BV Krebs Engineering, Inc. September 14, 2023 of fAI!f!J. .0 u t1I :ftAB.f\~~ KREBS ENGINEERING 2100 River Haven Drive, Suite 100 Birmingham, AL 35244 www .kre bseng .co m 182 KREBS ENG IN EER I NG w September 14 , 2023 Honorable Mayor Sherry Sullivan City of Fairhope 555 South Section Street Fa irhope , Alabama 36532 Re : Statement of Qualifications to Provide Engineering Services for RFQ PS23 -025 -Wastewater Treatment Plant (WWTP) Headworks Improvements Dear Mayor Sullivan : Krebs Engineering , Inc . (Krebs ) is excited to subm it our Statement of Qualifications (SOQ) for the Headworks Improvements at the Fairhope WWTP . The Krebs Project Approach was developed by getting to know WWTP staff, becoming familiar with the treatment facilities , and using decades of experience at similar treatment faci lities . Our approach will address the following needs : • Increase influent p iping and headworks capacity while providing redundancy . • Reduce odors and resolve maintenance issues . • Remove scum and grease in clarifiers and f ilter influent pump station . • Provide wastewater planning for future growth . Krebs is uniquely qualified for the headworks project for the following reasons : • Familia rity: Krebs is thoroughly familiar with Fairhope and the wastewate r facilities . • Approach: Krebs util izes a simp le combination of new and existing fac ilities to address the issues in a way that is both cost-effective and operator-friendly . • Unparalleled Experience: Krebs has almost 100 years of wastewater engineering experience in Alabama , and our team has completed numerous similar projects . • Local Presence: Our team inc ludes a local sub-consultant, Thompson Engineering , Inc ., who will provide geotechnical , surveying , structural engineering , and may also act as a local liaison when necessary during construction . Our team also includes our electrical sub-consultant , Jackson Renfro & Associates . Krebs has designated a team of key personnel with the expertise and time available to complete this project. As the primary point of contact , please don't hesitate to reach out to me at any time by calling (205 .616 .6693) if you require further information or have any questions . Sincerely yours , Krebs Engineering , Inc . By~.:2:lt- Caleb L. Leach , P.E. -Associate Suite 100 Birmingham , AL 35244 P 205 .987 .741 1 KrebsEng .com 2 10 0 River Haven Dr ive BIRMINGHAM HUNTSVILLE MON TGOMERY NE W NAN 183 City of Fairhope KREBS ENGINEERING w TABLE OF CONTENTS Wastewater Treatment Plant Headworks Improvements 184 TABLE OF CONTENTS Section 2 -Firm Profile Section 3 -Firm Experience Section 4 -Firm Proximity to and Familiarity with the City of Fairhope Section 5 -Project Team Section 6-Project Approach Section 7 -References Section 8 -Equal Opportunity Section 9 -Debarment Certification Section 10-Addendum Acknowledgement Section 11-Byrd Anti-Lobbying Amendment City of Fairhope -RFQ PS23 -025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements KREBS E NGIN E E R NG -w- 185 City of Fairhope KREBS ENG I NEERING w SECTION 2 FIRM PROFILE Wastewater Treatment Plant Headworks Improvements 186 SECTION 2 -FIRM PROFILE Krebs Engineering, Inc . is a 97-year-old regional consulting firm specializing in municipal drinking water and wastewater facilities, Our primary focus is the planning, design, and construction review for municipal water and wastewater systems. WASTEWATER EXPERTISE • PLANNING AND PERMITTING ., PROCESS MODELING • FEDERAL FUNDING • MASTER PLANNING e FACILITY EVALUATION • DETAILED DESIGN • COST ESTIMATING/LIFE CYCLE COSTS ., CONSTRUCTION ADMINISTRATION Albertville Wastewater Treatment Plant KREBS OWNERSHIP AND CORPORATE STRUCTURE Krebs is a 100% employee-owned firm and is organized as a C-Corporation. Page I 1 City of Fairhope -RFQ PS23 -025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements KREBS EN Gl'I EEP d ,f --w- 187 SECTION 2 -FIRM PROFILE SUB-CONSULTANTS THOMPSON ENGINEERING: Thompson Engineering will provide geotechnica l, surveying , and structura l engineerin g service s fo r t h e Fa i r ho pe WWTP Headworks Improvements tf1ompson Established in 1953, Thompson Engineering is a multi-disciplined planning, design, and construction services firm providing landscape architecture, engineering design , environmental consulting, and construction -related services. Our 460+ personnel offer seamless, responsive , and cost -effective engineering and design services . For over 70 years , our business philosophy has been centered on client services and focused on customer needs . We achieve superior service through engaged project management, expeditious response , quality work, and innovative solutions . Our headquarters is in Mobile with two branch offices located in Baldwin County. ENGINEERING JACKSON, RENFRO & ASSOCIATES, INC. (JRA): JRA will provide electrical engineering services for the Fair hope WWTP Hea dworks Impro vements . . : JACKSON , • : RENFRO : & ASSOCIATES , INC. ELE CTR I C AL ENGINEERING & DESIGN Jackson Renfro & Associates is an electrical engineering firm with 45+ years of experience delivering quality design services to our clients . We strive to prov ide innovative, cost-effective, reliable electrical designs for our clients . JRA has completed more than 5,000 projects of all sizes and complexity. The firm provides sustainable , energy-efficient, inventive electrical eng i neering design services for a variety of project types , including water/wastewater, industrial, institutional, and commercial. JRA takes pride in our firm's attention to the smallest of details on all projects , and our work includes: • Full electrical system designs, including networked control & instrumentation systems , and standby power systems for new or modified water and wastewater treatment facilities . • Coordination , short circu it , equipment evaluation , and arc flash stud ies for water and wastewater treatment facilities . JRA has four partners who are all registered professional engineers, and the firm maintains registrations in twenty-five states . JRA has extensive experience with municipal water and wastewater facilities , and has provided electrical design services for Krebs Engineering for over 40 years . We offer a full range of electrical design services that include : power & primary distribution systems , emergency systems , UPS systems, energy-efficient lighting systems , and lighting control systems , Page I 2 City of Fa i rh op e -RFQ PS2 3-02 5 Pro f ession al Enginee ri ng Services for W ast ew ater Trea tm en t Pl an t Headwo r ks Im provem ents KREBS E.N Gl'I EER t t,,i; -w- 188 City of Fairhope KREBS ENGINEERING w SECTION 3 FIRM EXPERIENCE Wastewater Treatment Plant Headworks Improvements 189 SECTION 3 -FIRM EXPERIENCE KREBS ' EXPERIENCE WITH SIMILAR WASTEWATER PROJECTS Krebs has specialized in municipal water/wastewater treatment in Alabama for almost 100 years . It is our primary focus . Krebs , and more specifically, the Krebs Project Team , have broad and recent experience addressing similar wastewater treatment issues at wastewater treatment facilities across Alabama . Our wastewater engineering experience includes numerous headworks improvements projects, hydraulic and process modeling, master planning, and virtually all other aspects of wastewater treatment. Many of our projects are state/federally funded , so our team is thoroughly familiar with the funding protocols and requirements . One of our headworks improvement projects (Albertville Eastside WWTP _) was virtually identical to Fairhope's project . Krebs replaced the screens and a Schreiber grit/grease system with new screens and a vortex grit removal system . The figure below shows some of the Krebs Project Team's experience with similar wastewater facilities and, more specifically, with headworks improvements . A combination of the Krebs Fairhope WWTP Project Team members (Caleb Leach , Mark Smith , Rob Vaughan , Austin Maynard, and Phil Black -JRA) worked on each of these projects . Partial List of Experience with Similar Wastewater Facilities By Krebs Project Team Madison Utilities -Madison WWTP ., Municipal Utilities Board of Albertville-Eastside WWTP .,; .; Guntersvllle Water and Sewer Board -East Lake WWTP Boaz Water and Sewer Board -Slab Creek WWTP .; Anniston Water Works-Choccolocco WWTP Coweta County WSA -Shenandoah WWTP Oty of LaGrange-Long Cane Creek WWTP "' Jefferson County-Prudes Creek WRF ., Jefferson County-Valley Creek WRF Jefferson County-Tu r key Creek WRF ,., Jefferson County-Warrior WRF Jasper Waterwor ks and Sewer Boa r d -To w n Creek WWTP .; ., City of Priceville -Priceville WWTP ., .,,, ., .,; .; ., ,I ., wl ., .,; ., .., ., .; ., .,, .., ., .,,, ., .,, .,; .,; ., .,, Some of our recent and si milar wastewater projects are profiled and described in more detail on the following pages . Page 11 City of Fairh ope -RFQ PS2 3-0 25 Prof essio nal En gi nee r i ng Serv ice s fo r Wa st ewat er Trea t men t Pla nt Headw o r ks Improve m en ts KREBS ENGlh Ef RIN C. --w- 190 SECTION 3 -FIRM EXPERIENCE Madison Wastewater Treatment Plant Improvements Client: Madison Utilities Board 2010 (Biological Treatment, Clarifiers, Disinfection, Biosolids Dewatering, SCADA) 2015 (New headworks channel , final clarifier) 2020 (New aerobic digesters, peracetic acid disinfection, digester blowers) Construction Cost : Phase 1 $13.9M ; Phase 2 $2.3M; Phase 3 $8 .SM The Madison WWTP has a permitted capacity of 8.75 MGD , and it receives peak flows in the range of 20 to 25 MGD . Krebs designed improvements in multiple phases over a 15-year period, including: • Headworks Expansion and Improvements • New aeration basin and final clarifiers • New UV disinfection system • New RAS/WAS pumping station • New Solids dewatering system • SCADA system • New aerobic digesters and blowers • New peracetic acid disinfection system Madison WWTP The original biological treatment process consisted of EIMCO carrousel aeration basins. Other treatment processes were evaluated, but the EIMCO process was determined to have the lowest 20 -year present worth cost . A similar cost analysis was performed for other equipment (UV disinfection, solids dewatering, and digester blowers) before the equipment was selected. Most recently, Krebs implemented and evaluated a full - scale trial for peracetic acid disinfection and reviewed advanced aerobic digestion mixing technologies to reduce air requirements. The results of the testing and evaluation allowed the selection of blowers with significantly reduced horsepower and operational costs. An existing clarifier was converted for use as a disinfection contact basin for a new peracetic acid disinfection system. New Peracetic Acid Disinfection System Page 12 Reference: Johann Caris Madison Utilities jcaris@madisonutilities.org (256) 565-0003 City of Fairhope -RFQ PS23 -025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements KREBS E N G I N E E A IN •'. ~ 191 SECTION 3 -FIRM EXPERIENCE Albertville Eastside Wastewater Treatment Plant Improvements Client: Al bertvil le Municipa l Utilities Board 2008 (Biologica l Treatment, Odor Control, and Dewatering Improvements) ($5 .3 million) 2013 (New headworks and Class A Biosolids Dryer) ($6 .3 million) Present -New Final Clarifier Present -Aerobic Digesters Present -Biological Treatment and Aeration Evaluation The Albertville Eastside WWTP has a design capacity of 11 .5 MGD , but it receives peak flows in excess of 30 MGD . Krebs designed multiple improvements over an 18 -year period , including: • Replaced existing screens with new screens • Replaced Schreiber grit/grease system with vortex grit system . • Odor Control Covers and Scrubbers • ARPA/SRF Funding • Master Planning for Future Growth • Hydraulic and Process Modeling • New fine bubble fixed grid aeration system • New sludge dewatering facilities Odor Co ntrol Scr ubbe r -Albe rtv ille W WTP • New aerobic digesters • New Class A sludge drying facility • New final clarifier • New aeration/blowers for biological treatment. Krebs administered the funding (mostly federal funding through the SRF program) for Albertville . Headworks at Albertville WWTP Page 13 Aerial Vi ew of Al bertville WWTP Reference : Mr. Elden Chumley General Manager Albertville Municipal Utilities Board elden@mub -albertville .com (256) 878 -3761 City of Fairh ope -RF Q PS 23-0 25 Pro f es sional En ginee rin g Services for Wastew ater Treatment Pl ant Head wo rk s Improvem e nts KREBS E N G I t. E E A I N (, --w- 192 SECTION 3 -FIRM EXPERIENCE Guntersville Wastewater Collection System and WWTP Improvements Client: Guntersville Water and Sewer Board 2013-Present -Collection System Piping Rehabilitation and Pump Staiton Improvements 2016 WWTP Improvements (Biologica l, Clarifier, and Digester Improvements} 2018 WWTP Improvements (Aerobic Digesters) 2023 WWTP Improvements (Clarifier and UV Disinfection Improvements) Krebs has worked with Guntersville since 2013 to evaluate a broad range of issues in the wastewater system. Krebs developed a series of recommendations to address system growth, l&I, sanitary sewer overflows, and permit violations at the wastewater treatment facility . The improvements have generally consisted of the following: Wastewater Treatment Improvements • Headworks evaluation • Hydraulic and process modeling • Master planning for growth • Anoxic basins to reduce air/power usage • Aeration basin improvements • Aerobic digester improvements • Flow splitting and new final clarifiers. • RAS/WAS pump station improvements. • New Administration Building. • New WWTP SCADA system . • New UV Disinfection Collection System Improvements • 1&1 Investigations • Manhole/piping repair and replacement. • Lift Station Monitoring and Evaluation • Lift Station Upgrades and SCADA Krebs administered the funding (mostly federal funding through the SRF program) for Guntersville. Lake Guntersville is the area's economic engine, and the improvements have served to protect and enhance water quality in the lake . Page 14 Eastlake WWTP New Secondary Clarifier - Eastlake WWTP Reference: Bay Chandler, General Manager Guntersville Water and Sewer Board bchand le r@gvillewater.com (256) 582 -5931 KREBS City of Fairhope -RFQ PS23 -025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements l;N GI N E f R IN \.; --w- 193 SECTION 3-FIRM EXPERIENCE Slab Creek WWTP Client : Boaz Water & Sewer Board Construction Cost : Phase 1 ($8 .3M), Phase 2 ($4 .3M) Year Complete : Phase 1 currently under construction The Boaz Wate r & Sewer Board recently received a new NPDES discharge permit with effluent total phosphorous limits . In addition to the new effluent phosphorous limits, the Slab Creek WWTP is in need of a significant upgrade to abandon outdated treatment facilities, to provide consistent treatment, and i mprove operational efficiency and redundancy. Krebs evaluated wastewater treatment alternatives and developed the following project consisting of the following improvements : • New headworks (screens and grit removal). • Hydraulic and process modeling . • New aeration system in aeration basins . • New instrumentation and controls . • Biological phosphorous removal in the existing aeration basins , thus avoiding the need for the construction of new process structures . • New RAS/WAS pump station . • New flow distribution to clarifiers . • New solids dewatering facility (screw press). • New tertiary disc filters . • New disinfection contact basin • New peracetic acid storage/feed system . Krebs is working with Boaz to pursue ARPA/SRF funding and is preparing to begin work on the design of the next phase of improvements, including tertiary cloth f ilters, new blowers, and other miscellaneous improvements. Page 15 Aerial View of Slab Creek WWTP New Headworks at Slab Creek WWTP Reference: Gary Luther General Manager Boaz Water & Sewer Board luther@boazwater.net (256) 593 -4711 City of Fa i r hope -RFQ PS23-0 25 Profess io nal En gineerin g Serv ices for W ast e w ater Treatment Plant Headwo rks Improvements KREBS EN G•,.,EEP t N (. ---w- 194 SECTION 3 -FIRM EXPERIENCE Choccolocco Creek WWTP Improvements Client : Anniston Water Works and Sewer Board Headworks and Peak Flow Improvements Aeration Basin Improvements, Tertiary Sand Filters, and UV Disinfection Biosolids Improvements Krebs has designed multiple improvements over a 67 -year period (1956 To present) at the Choccolocco Creek WWTP. The improvements include one of the first activated sludge treatment facilities in Alabama. Other improvements include : • New headworks (screens and grit removal) • New peak flow detention pond • New Odor Control System • Aeration Basin Improvements • New Blowers • New Tertiary Sand Filters • New UV Disinfection • Clarifier and Pumping Improvements • New Class "A" ATAD (Autothermal Thermophilic Aerobic Digestion) Process • RAS/WAS pumping improvements • New biosolids dewatering building with a screw press, solids conveyance , and covered solids storage area . • Significant electrical, instrumentation, and SCADA upgrades and improvements. The projects were mostly federally funded through EPA and/or SRF Clean Water programs. Krebs administered the funding for Anniston . Page 16 Aerial View of Choccolocco WWTP New Screw Press Reference: Ed Turner, General Manager Anniston Water Works and Sewer Board eturner@awwsb .org (256) 241 -2000 City of Fairhope -RFQ PS23-025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements KREBS EN ,;1t-.EEP1N (, ~ 195 SECTION 3 -FIRM EXPERIENCE Shenandoah Wastewater Treatment Facility Improvements Client : Coweta County Water and Sewerage Authority Construction Cost : $59M Project Status : Under Construction The Shenandoah WWTF Improvements project increases treatment capacity from 2 MGD (average) to 6 MGD (average) and 12 MGD (peak). The improvements consist of: • Replace existing headworks with new headworks (screening and grit removal) • Process and hydraulic modeling • Master planning for future growth. • Influent pumping • New aeration basin and blowers • Biological Nutrient Removal • New Final clarifiers • New UV disinfection • Expansion of tertiary filters • New RAS/WAS pump station • New solids dewatering (screw press) • Class A biosolids drying facility • New standby power generators • SCADA, instrumentation/controls Sh enand oah WWTF Major process equipment items were preselected, including UV disinfection equipment, biological nutrient removal system, solids dewatering equipment, and biosolids drying equipment. The preselection process included evaluating competitive equipment proposals to determine the most efficient alternative for each process . The detailed design included careful consideration of project construction sequencing measures necessary to provide the existing wastewater treatment capacity of 2 MGD throughout project construction activities while retrofitting the existing WWTF. Convert Existing Orbal Oxidation Dit ch t o Fi ne Bubble Diffu sers The project is federally funded through the SRF Clean Water program . Krebs is administering the federal funding for the Coweta County WSA. Page 17 Reference: Rick Jones Chief Operating Officer Coweta County Water & Sewerage Authority rjones@cowetawater.com (770) 254 -3710 KREBS City o f Fa irhope -RFQ PS23 -025 Professional Engineeri ng Services for W astewater Treatment Plant Headworks Improvements E N C I f . E E ~ I N (, -w- 196 KREBS E N G I N EE RING w SECTION 4 FIRM PROXIMITY TO AND FAMILIARITY WITH THE CITY OF FAIRHOPE City of Fairhope Wastewater Treatment Plant Headworks Improvements 197 SECTION 4-FIRM PROXIMITY TO AND FAMILIARITY WITH THE CI TY OF FAIRHO PE The Krebs Project Team will provide Fairhope with a unique combination of the following benefits with respect to proximity to Fairhope and familiarity with Fairhope: c Familiarity with the City of Fairhope Mayor, Council, and Staff -Krebs has spent the last 3-years developing relationships with the Fairhope leaders and staff. Similarly, Thompson Engineering (a subconsultant providing geotechnical, surveying, and structural engineering services) has a local presence and is familiar with Fairhope . (, Recent Projects in Fairhope: Krebs has worked on other large critical projects over the past three (3) years, including addressing water quality issues in the distribution system, improvements/expansion at Water Treatment Plant No. 3, and other water supply projects . •· Familiarity with Fairhope WWTP -Krebs has worked closely with Fairhope WWTP staff over the past six (6) months to become familiar with the wastewater treatment facilities, to evaluate the treatment process, and to identify practical, cost -effective solutions to the issues at the wastewater treatment plant. • Proximity to Fairhope -While Krebs is based in Birmingham, our project team is working on other projects in Baldwin County and is in the area on a constant basis . Additionally, we hope that we have demonstrated our ability to be present whenever needed (even with short notice) and to provide the level of service and responsiveness that Fairhope deserves. Krebs will also rely upon Thompson Engineering (as a subconsultant) and their local presence to supplement and enhance our service and responsiveness. Page I 1 City of Fairhope -RFQ PS23-025 Professional Engineering Servies for Wastewater Treatment Plant Headworks Improvements KREBS ENGINE E R N G -w- 198 City of Fairhope KREBS ENGINEERING 'WI SECTION 5 PROJECT TEAM Wastewater Treatment Plant Headworks Improvements 199 SECTION 5-PR OJECT TEAM KREBS PROJECT TEAM : The Krebs project team consists of water and wastewater engineers, technicians, and design professionals with over 75 years of combined experience in the design and construction of wastewater treatment facilities . Below is the list of key personnel from Krebs working on the project. Caleb Leach, P.E. -Project Manager and Primary Contact (18 Years Experience) Rob Vaughan, P.E. -Process Engineer (25 Years Experience) Austin Maynard, P.E. -Project Engineer (5 Years Experience) Mark Smith, P.E. -Technical Advisor (30 Years Experience) SUB -CONSULTAN TS: Krebs has assembled a project team that consists of sub -consultants with the experience necessary to achieve the project goals. Below is a list of the sub-consultants Krebs intends to use on this project Matt Rogers, P.E. (Thompson Engineering) -Local Construction Inspection, if Needed Cameron Crigler, P.E. (Thompson Engineering) -Geotechnical Engineering Brad Busby, PLS (Thompson Engineering) -Land Surveying Robert Harvey, P.E. (Thompson Engineering) -Structural Engineering Phil Black, P. E. (Jackson, Renfro & Associates) -Electrical Engineering Resumes for key personnel are provided on the following pages. Page 11 City of Fairhope -RFQ PS23 -025 Professional Engineering Services fo r Wastewater Trea t ment Plant Headworks Improvements KREBS E N GI N fE R I N \-, -w- 200 REGISTRATIONS Alabama Georgia EDUCATION 85, Civil Engineering University of Alabama AFFILIATIONS SECTION 5-PROJECT TEAM CALEB LE ACH, PE ASSOCIATE Associate responsible for the project management, design , and construction review services of the following types of projects : wastewater treatment plant process design , water treatment plant process design , water storage tan ks, water distribution system hydraulic evaluat ion and distribution models, sanitary sewer system hydraulic evaluation, water transmission mains, sanitary sewers, pumping stations for both sanitary sewer and potable water, and master plann ing . SELECTED PROJECT EXPERIENCE • Water Treatment Plant No . 3 Expansion -Fairhope, AL • Water System Expansion Study -Fairhope, AL • Headworks Improvements -Madison, AL • Secondary Clarifier Improvements -Madison, AL American Water Works Association • Aerobic Digester and Solids Handling Improvements -Madison, AL REGISTRATIONS Alabama EDUCATION 85, Civil Engineering University of Alabama at Birmingham AFFILIATIONS American Water Works Association American Society of Civil Engineers Page 12 • Hilliard N. Fletcher WWTP Secondary Clarifier Analysis -Tuscaloosa, AL • French Mill/Piney Creek Trunk Sewer -Athens, AL • Athens Interceptor Sewer Study -Athens , AL • Swan Creek Sanitary Sewer Improvements -Phases 1 -3 -Athens, AL • Lower Swan Creek Sanitary Sewer Development -Athens, AL • Buc -ees Lift Station and San itary Sewer Development -Athens , AL • Pepper Road Lift Station -Athens, AL • Peracetic Acid Disinfection Studies -Madison , AL; Albertville, AL; Priceville, AL ; Boaz , AL; Columbus , GA • Talladega Superspeedway Lagoon Conversion -Talladega , AL ROB VAUGHAN , PE ASSOCIATE Associate responsible for engineering study, design , and construction review for virtually all aspects of water and wastewate r infrastructure, including raw water intakes , water and wastewater treatment facilitie s, water and wastewater pumping stations, water transmission mains, water storage rese rvoirs, water distribution systems, interceptor sewers, and collection systems ; and rehabilitation of existing sanitary sewer systems. Selected projects are listed below : SELECTED PROJECT EXPERIENCE • 5 MGD Slab Creek WWTP Improvements -Boaz , AL • 6 MGD Shenandoah WWTP Improvements -Coweta County, GA • 60 MGD Village Creek Wastewater Treatment Plant -Ensley , AL • 40 MGD Valley Creek Wastewater Treatment Plant -Bes semer, AL • 3 MGD Riverchase Wastewater Treatment Plant Expansion -Hoover, AL • 1.2 MGD Inverness Wastewate r Treatment Plant -Hoover, AL • Prudes Creek WWTP Improvements -Jefferson County, AL • Warrior WWTP Improvements -Jefferson County, AL • Turkey Creek WWTP -Jefferson County, AL • Northport Wastewater Treatment Plant Aeration Basin Repairs -Northport, AL • City of Hoover Master Pump Station -Hoove r, AL • Daphne 1-10 Pump Station -Daphne, AL City of Fairhope -RFQ PS23 -025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements KREBS E N Gt NE E R I N (, --w- 201 REGISTRATIONS Alabama EDUCATION BS, Civil Engineering University of Alabama at Birmingham AFFILIATIONS American Water Works Association American Society of Civil Engineers REGISTRATIONS Alabama Georgia EDUCATION BS, Civil Engineering Auburn University AFFILIATIONS American Water Works Association SECTION 5-PROJECT TEAM AUSTIN MAYNARD, PE PROJECT ENGINEER Project Engineer for engineering study, design , and construction review of the following types of projects : wastewater treatment plant process design , water treatment plant process design , water storage tanks, water distribution system hydraulic evaluation and distribution models, sanitary sewer system hydraulic evaluation, and water transmission mains and sanitary sewers . SELECTED PROJECT EXPERIENCE • Water Treatment Plant No . 3 Expansion -Fairhope , AL • Water System Expansion Study -Fairhope, AL • Well No . 11 Development -Fairhope, AL • Fort McClellan WWTP Improvements -Anniston, AL • Choccolocco Creek WWTP Biosolids Improvements -Anniston, AL • Priceville WWTP Improvements -Priceville, AL • Athens Sanitary Sewer Master Plan -Athens, AL • Hydraulic and Process Modeling MARK SMITH, PE PRESIDENT President responsible for overseeing the firm 's efforts for engineering studies, design , and construction review for virtually all aspects of water and wastewater infrastructure, including raw water intakes, water and wastewater treatment facilities, water and wastewater pumping stations, water transmission mains, water storage reservoirs , and water distribution systems, wastewater pumping stations , interceptor sewers, and collection systems; and rehabilitation of existing sanitary sewer systems . Selected projects are listed below: SELECTED PROJECT EXPERIENCE • 5 MGD Slab Creek WWTP Improvements -Boaz , AL • 6 MGD Shenandoah WWTP Improvements -Coweta County, GA • WWTP Expansion w/Nutrient Removal -LaGrange, GA • Carrollton WWTP Headworks Improvements -Carrollton , GA • Headworks and Biosolids Drying Improvements -Albertville, AL • Biological Treatment and Dewatering Improvements -Albertv ille, AL Water Environment Federation • Biological Treatment and Tertiary Filter Evaluation -Albertville, AL Page 13 • WWTP Expansion and Dewatering Improvements -Madison , AL • Disinfection , Effluent PS, and Digester Improvements -Madison , AL • Headworks and Final Clarifier Improvements -Madison , AL • Eastlake WWTP Headworks and Process Evaluation -Guntersville, AL • Biological Treatment and Final Clarifier Improvements -Guntersville, AL • Digestion and Solids Handling Improvements -Guntersville, AL • Turkey Creek WWTP Expansion/Upgrade -Jefferson County, AL • Choccolocco WWTP Upgrades and Tertiary Filtration -Anniston, AL City of Fairhope ·-RFQ PS23-025 Professional Engineering Serv ices for Wastewater Treatment Plant Headworks Improvements KREBS E N GI NE f R lN (, -w- 202 REGISTRATIONS Professional Engineer (PE): AL 1131245; also registered in FL, LA, MS, NC, TX EDUCATION BS, Civil Engineering REGISTRATIONS Professional Engineer {PE): AL 1126300, and GA, LA, MS, TX EDUCATION BS, Civil Engineering Page 14 SECTION 5-PROJECT TEAM MATT ROGERS, PE PROJECT MANAGER-THOMPSON ENGINEERING Mr. Rogers is a Principal Civil Engineer and the Team Leader of ou r Municipal & Uti lity d ivisi on . He has over 18 years of engineering experience including project management, civil design , cost estimating, and construction administration . His project clients range from local municipalities, such as the City of Mobile and Mobile County, to state agencies, like the Alabama Department of Transportation . SELECTED PROJECT EXPERIENCE City of Fairhope Pump Station and Force Main Improvements -Fairhope, Alabama • Bayou La Batre Effluent Force Main Extension -Bayo u La Bat re, Alabama • ECUA Airway Drive/Stockdale Avenue Sanitary Sewer Expansion -Escambia County, Florida City of Fairhope Triangle Park Master Plan -Fairhope, Alabama • City of Fairhope NEST Learning Campus Expansion -Fairhope, Alabama MBNEP Marlow Spring Branch Restoration -Baldwin County, Alabama City of Loxley Corn Branch Restoration -Loxley, Alabama ALDOT Culvert Repair and Extension over Fly Creek on SR -42 (US-98) -Baldwin County, Alabama Mobile County Blueway Trail Master Plan -Mobile County, Alabama CRIGLER, PE PRINCIPAL GEOTECHNICAL ENGINEER-THOMPSON ENGINEERING Mr. Crigler has 24 years of experience in project management and engineering design specializi ng in the geotechnical engineering scie nces . He has manage d and supported projects related to transportation, federal, industrial, and commercial construction projects involving roadway and bridge foundation design , shoreline stabilization, marsh creation, marine structures, as well as low-rise and mid -rise structures. He ha s been called on to address a wide variety of geotechnical design and construction aspects of projects spanning from large vertical construction and marina projects within the coastal soil environments to riverine and saltwater marsh restoration in extremely soft soils. Cameron has a broad background in the geotechnical design and construction of commercial , educational , municipal , and coastal structures along the Gulf Coast, all of which require collaboration with Structu ral and Civil Engineers to produce cost -efficient and practical design . SELECTED PROJECT EXPERIENCE Bayou La Batre Effluent Force Main Extension -Bayou La Batre , Alabama Creek Indian Enterprises pump Station and Force Main -Atmore, Alabama Harrison County Utility Authority Transmission Mains and Pump Stations City of Bil oxi Infrastructure Rodenburg North -Biloxi , Mississippi Jean Lafitte National Historical Park and Preserve Shoreline Protection -Marrero, LA Lake Pontchartrain and Vicinity Hurricane Protection , New Orleans East Levee, LA New Orleans Levee s 110 and 111.01, New Orleans , Louisiana • Mobile County Commission River Delta Marina -Creola, Alabama Gulf State Park Visitor Enhancements -Gulf Shores, Alabama ADCNR Marsh Island Restoration -Mobile, Alabama MBNEP Mon Louis Island Restoration -Mobile, Alabama KREBS City of Fairhope ·· RFQ PS23 -025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements EN G l"l ff~IN (, ~ 203 REGISTRATIONS Professional Land Surveyor {PLS): AL 1126951 ; and FL, LA, MS, TX EDUCATION BS, Geomatics REGISTRATIONS Professional Engineer {PE }: AL 1125083, and MS, FL, LA, TN, TX EDUCATION BS, Engineering, 1993 BS/Mathematics, 1994 Page 15 SECTION 5-PROJECT TEAM BRA[) P.US Y, Pl S LEAD SURVEYOR -THOMPSON ENGINEERING Mr. Busby has over 24 years of experience performing many types of surveys cons isting of boundary, topographical , mortgage , as-built, ALTA/ACSM, site specific, DOT relocation and route surveys , subdivisions , GPS control surveys and USV (Un -manned Survey Vessel) hydrographic surveys . He has directed from one to seven survey crews and is responsible for planning out surveys , including discussions with clients, adjacent landowners, and al l others impacted . His team uses the latest survey i ng technology, to include robotic tota l stations, digital levels , 4 survey drones with Lidar and Photogrammetry, and an Unmanned Survey Vessel (USV). SELECTED PROJECT EXPERIENCE City of Fa i rhope Pump Station and Force Main Improvements -Fairhope, Alabama • Bayou La Batre Effluent Force Main Extens ion -Bayou La Batre, Alabama ECUA Airway Drive/Stockdale Avenue Sanitary Sewer Expansion Creek Indian Enterprises Pump Station and Force Main -Atmore, Alabama • City of Bilox i Infrastructure Division Street -Biloxi, Mississippi • Airbus Final Assembly Line (FAL) -Mobile, Alabama Alabama Department ofTransportat ion (ALDOT), US -31 Roadway Widening - Baldwin County , Alabama Stebbins Eng i neering, Plant Daniel -Moss Point, Mississippi Technip , Basewide Topographic Survey -Theodore , Alabama ROBERT A HARVEY, PE PRINCIPAL STRUCTURAL ENGINEER -THOMPSON ENGINEERING Robert Harvey is a Senior Structural Engineer and serves as Thompson Engineering's Structural Team Lead . With over 30 years of experience at Thompson , his diverse experience includes structural design in multiple markets including industrial, commercial , marine and waterfront, and federal. He also serves as manager of bridge design services . Regardless of the project type , Robert focuses on providing solutions that provide safety first, followed by economical solutions that meet the client's quality and aesthet ic preferences . SELECTED PROJECT EXPERIENCE Mobile County Public School System , Whitley Elementary School -Prichard , Alabama • ADEM Coastal Office and Laboratory Building -Mobile, Alabama Crichton Fire Station -Mobile , Alabama • City of Mobile Waterfront Landing -Mobile, Alabama • Mobile Cruise Terminal -Mobile, Alabama • GulfQuest Maritime Museum and Visitor's Center -Mob i le , Alabama • Van Antwerp Historic Building Renovat ion -Mobile, Alabama • Battle House Parking Ga rage -Mobile, Alabama • RSA Tower Foundation Evaluation -Mobile, Alabama • ADCNR, Gulf State Park Pier -Gulf Shores , Alabama KREBS City of Fairhope --RFQ PS23 -025 Professional Engineering Services for Wastewater Treatment Plant Headworks Improvements EN GI NffR I N C, ~ 204 REGISTRATIONS Alabama Georgia EDUCATION BS, Electrical Engineering Georgia Institute of Technology Page 16 SECTION 5-PROJECT TEAM PHILIP D. BLACK, PE PRINC IP AL · JACKSON , RENI-RO & ASSOC!Arb SELECTED PROJECT EXPERIENCE ELECTRICAL DESIGN -WATER AND WASTEWATER • 6 MGD Boaz Wastewater Treatment Plant -Boaz, AL • 5 MGD Shenandoah Wastewater Treatment Plant, Newnan , GA • 60 MGD NCWRF Dewate ring Improvements-Columbus, GA • 8 MGD Saugahatchee WTP -Opelika, AL • 4 .9 MGD Eastlake WWTP Improvements -Guntersville, AL • Oneonta WTP, Well #4 Modifications Oneonta, AL • Guntersville Lift Stations 1, 2, 8, 13 & 16 Guntersville, AL • Headworks Improvements -Madison, AL • Secondary Clarifier Improve ments -Madison, AL • Aerobic Digester and Solids Handling Improvements -Madison, AL • Priceville WWTP Improvements -Priceville, AL • Aerobic Digester Improvements -Albertville, AL • Clarifier Improvements -Albertville, AL • Prudes Creek WWTP Imp rovements -Jefferson County, AL • Warrior WWTP Improvements -Jefferson County, AL • Turkey Creek WWTP -Jefferson County, AL • WWTP Expansion w/Nutrient Removal -LaGrange, GA • Eastlake WWTP Clarifier and UV Improvements -Guntersville, AL City of Fairhope -· RFQ PS23 -025 Professional Engineering Services fo r Wastewater Treatment Plant Headworks Improvements KREBS ENGIN[FQIN C -w- 205 City of Fairhope KREBS ENGINEERING 'W SECTION 6 PROJECT APPROACH Wastewater Treatment Plant Headworks Improvements 206 SECTION 6-PROJECT APPROACH The Krebs Project Approach was developed by becoming familiar with the Fairhope treatment facilities , getting to know WWTP staff and working with them to evaluate the treatment process , and using decades of experience addressing similar issues at wastewater treatment facilities across Alabama . Our approach will address the following needs: • Increase influent piping and headworks capacity while providing redundancy . • Reduce odors and resolve maintenance issues . • Remove scum and grease in clarifiers and filter influent pump station . • Provide wastewater planning for future growth . Based on our observations and conversations with Fairhope WNTP staff, the current peak flows are 10 MGD , and the existing piping and manholes are comp letely full (with no additional capacity) during peak flow events . Due to ongoing growth and larger new pump stations in the collection system , peak flows will likely be greater than 10 MGD when the new headworks are constructed . Additionally, if growth continued at a similar rate (3%- 4% per year per U.S. Census Data), then t he population and wastewater flows may double over a 20-year period . Regardless of the actual future growth rate, it is our opinion that the existing influent piping and headworks are operating at or above their capacity , thus increasing the likelihood of sanitary sewer overflows. For these reasons , the Krebs Approach is genera ll y based on the following: Average Daily Design Flow : Current 4 MGD/Future 8 MGD Peak Design Flow : Current= 12 MGD and Future= 20-24 MGD The details of the Krebs Approach are described in more detail below. Influent Piping Capacity The existing piping is too small for the current peak f lows , which will likely result in sanitary sewer overflows during wet weather events at the WWTP . Krebs has modeled and developed a conceptual design for piping improvements needed to eliminate flow restrictions and increase influent piping capacity . Krebs will provide piping redundancy by re-using some of the existing influent piping and constructing a new larger diameter parallel influent pipe . The combination of new and existing piping will achieve the following for Fairhope : • Eliminate the flow restrictions and increase the influent piping capacity to 24 MGD . • Provides redundant influent piping to enable maintenance in the event of a clog . • Reduces construction costs by re-using existing piping and by simplifying construction . Krebs will also model and evaluate the impact of increased flows on downstream treatment facilities to determine if any other piping modifications may be needed . Screen Capacity and Redundancy The Fairhope WNTP has only one screen , and its capacity (10 MGD) is insufficient for anticipated future peak flows . The Krebs Approach to addressing these issues includes : • Installing a new screen (12 MGD capacity) in the existing bypass screen channel will significantly reduce construction costs . • Rebuild existing screen (10 MGD capacity) or replace it with a new screen (12 MGD capacity). • Improve or replace the screenings wash and conveyance system . Krebs will work with Fairhope WWTP staff to evaluate screen manufacturers and options and to identify a screen(s) that are specifically suited to the Fairhope WWTP . The evaluation will include screen opening size , solids capture , submerged parts/bearings, ease of maintenance , and ability to manufacture or stock parts in the U.S. Krebs will also include options to require screen manufacturers to provide optional bid pricing for an extended warranty and critical spare parts . Page 11 City of Fairhope --RFQ PS23 -025 Proffes ional Engineering Services for Wastewater Treatment Plant Headworks Improvements KREBS E N GIN EER N !a -w- 207 SECTION 6 -PROJECT APP ROAC H Increase Grit Removal Capacity and Eliminate Maintenance Issues . The existing grit and grease removal system is operating at or near its design capacity (during peak flow events), is difficult for staff to operate and maintain , lacks redundancy , and is a significant source of odor due to grit aeration and grease collection/storage . Sign ificant amounts of grease and scum are making it past the grease removal system and are being recirculated in the \/1/WTP . Screenings and grit can clog pumps and pipes in the downstream treatment processes if not captured and removed at the headworks . The Krebs Approach will replace the existing grit and grease systems with a larger new vortex grit system . The new system will not use aeration , so power costs will be reduced . A bypass pipe will be provided so the new grit system can be accessed and maintained . Grease will be removed in the clarifiers by installing grease/scum removal equipment and a small grease/scum pump station between the clarifiers . Grease/scum will be pumped to the aerobic digesters , where it will be mixed and dewatered w ith digested sludge . This is a common practice at other municipal wastewater treatment facilities . Odor Reduction/Odor Control The odor issues at the WWTP can be attributed to the following : • The aerated grit system and the grease collection/storage . • Ineffective griUscreenings washing systems allow organ ics t o remain in the trash bins . • Dumping of grit, grease , and scum (from Fairhope vacuum trucks) onto the old drying beds . • Dewatering of digested solids at the old drying beds . The Krebs Approach will include the following improvements to significantly improve odor issues: • Eliminate grit aeration (replacing grit system with a vortex-style grit system). • Eliminate grease collection/storage at the headworks . • Cover screen and grit channels . • Modify clarifiers to enable removal of grease/scum ; pump directly to digesters . • Improve the griUgrease washing systems , thus reducing organics in trash bins . • Relocate griUgrease dumping (from City vacuum trucks) and discharge directly into digesters . • Install an odor control scrubber to scrub odors from griUscreen channels and storage bins . Wastewater Planning to Address Future Growth Krebs developed a preliminary desktop model and evaluation for the existing \/1/WTP . It appears that the treatment capacity can be doubled (from 4 MGD to 8 MGD) at the existing site by utilizing many existing treatment facilities without needing to construct a new wastewater treatment facility at a different location . This will result in tremendous savings for Fairhope . The Krebs Approach will include a Wastewater Master Plan that will enable Fairhope to plan and budget fo r future growth . The Krebs Approach is shown on the Conceptual Site Plan (next page). Page I 2 City of Fai r ho pe -RFQ PS23 -02 5 Proffes io nal En gin eering Servi ces for Wastewater Treatment Plant He ad w o rks Improvements KREBS ENGINEER NG -w- 208 ·-------------------------·--- FAIRHOPE WWTP HEADWORKSIMPROVEMENTS CONCEPTUAL SITE PLAN FOR SOQ SEPTEMBER 14 , 2023 KREBS E N5 1NEER I NC ~ LEGEND G C==:J EXISTING FACILITIES C==:J HEADWORKS IMPROVEMENTS OUHM.L PIP£ TO MOBl..[ BAY 50 EXISTING UV DISINFECTION SYSTEM 0 25 50 1 IN CH• 50 FT. ~?N~~lr~~N~~~~~iR:T~~~O~~~~UGM 80XES----- TO PUMP SCUM/GREASE DIRECTLY TO OtGESTERS _ _ _ ENTRANCE/EXIT R AO AV!fy:e"',. .,..~1 ! ----------' 209 City of Fairhope KREBS ENGINEERING 'w' SECTION 7 REFERENCES Wastewater Treatment Plant Headworks Improvements 210 Honorable Ronnie Marks Mayor Athens Utilities 1806 Wilkinson Street Athens, AL 35611 rmarks@athensal.us (256) 233 -8730 Elden Chumley General Manager Albertville Municipal Utilities Board 210 West Main Street Albertville, AL 35950 elden@mub-albertville .com (256) 878-3761 Bay Chandler General Manager Guntersville Water and Sewer Board 705 Blount Avenue Guntersville, AL 35976 bchandler@gvillewater.com (256) 582-5931 Gary Luther General Manager Boaz Water & Sewer Board 107 Billy B Dyar Boulevard Boaz, AL 35957 luther@boazwater.net (256) 593-4711 Emory DeBord General Manager Madison Utilities 101 Ray Sanderson Drive Madison, AL 35758 edebord@madisonutilities .org (256) 461-0844 Ed Turner General Manager Anniston Water Works & Sewer Board 931 Noble Street, Suite 200 Anniston, Al 36202 eturner@awwsb.org (256) 241-5005 Page I 1 SECTION 7-REFERENCES Krebs has worked with the City of Athens since the 1950s providing a broad range of water and wastewater engineering services . Our work includes master planning, water distribution system modeling, sanitary sewer collection system modeling, and design of water distribution, sanitary sewer collection , pump stations, lift stations and water/wastewater treatment. Krebs has worked with Albertville since 1954 provid ing a broad range of water and wastewater engineering serv i ces . Our work includes master plann i ng for water and wastewater systems, mu ltiple projects at the drinking water and wastewater treatent plants , and other pipeline, pump station and storage tank projects . Krebs has worked with Guntersville since 2009 provid ing a broad range of water and wastewater engineer ing services Our work includes master plann ing for the wastewater system , numerous pipeline and pumping station projects in the wastewater collection sytsem , multiple projects at the wastewater treatent plant, and other pipel i ne , pump station and storage tank projects . Krebs has worked with Boaz since 2011 prov iding a broad range of water and wastewater engineering serv ices . Our work includes master planning fo r water and wastewater systems , water modeling and water system improvements, storage tank projects, wastewater treatment plant design , sewer r ehabi li tation , line work and pump stations . Krebs has worked with Mad ison Utilities since 2005 providing a broad range of water and wastewater engineering services . Our work includes master planning for water, water modeling and water system improvements, storage tank projects, wastewater treatment plant design , and water treatment plant design . stations . Krebs has worked with Anniston since 1945 providing a broad range of water and wastewater engineering services . Our work includes master plan ning for their water and wastewater systems , and engineering design for virtually all of their treatment facilities , wastewater collection system, pumping stations , water distri bution and storage . City o f F;iirl,ope -RFQ PS23 -0t.S P1 ofessio nc1 l _nginee r in~ Servi res t01 W astewa t er Tr ea t rncr t Plc11 ,t Headwo1 ks l mp ru vEmcnts 211 City of Fairhope KREBS ENG I NEERING w SECTION 8 EQUAL OPPORTUNITY SECTION 9 DEBARMENT CERTIFICATION SECTION 10 ADDENDUM ACKNOWLEDGEMENT Wastewater Treatment Plant Headworks Improvements 212 SECTION 8 -EQUAL OPPORTUNITY SECTION 9-DEBARMENT CERTIFICATION SECTION 10 -ADDENDUM ACKNOWLEDGEMENT SECTION 8 -EQUAL OPPORTUNITY We utilize and hire minority and women -owned sub -consu ltants on a regular basis . SECTION 9 -DEBARMENT CERTIFICATION UEI NUMBER : ZCFMLSKXD463 Confirmation email received by Krebs Engineering, Inc. from SAM .GOV . Reg istrati on Activated for KREBS ENGINEERING , INC./ ZCFMLSKXD463 / 7YRF4 in the U.S. Government's System for Award Man ... d onotreply@sam.gov ) Rep i)' <·} Rep ly A11 -4 Forward To Danny Holmberg Le cjdunsreq 1 •usfcr35@gma1 l.com (D You forwarded this me ssagt on !il '11 /2Cll ;:2◄ PM We remo) ed e.dra hoe bnal.s from th1!' musage. This email was sent by an automate d administrator. Plea se do not reply t o this meuage. Dear Christie Jackson, Ro y Holmberg, The registration for KREBS ENGINEERING , INC./ ZCFML51()(D-463 / 7YRF4 is now active In the U.S. federal government's System for Aword Management (SAM). If you di d not p rovide a Commercial and Government Entity (CAGE) Code duri ng the resi stration process, one has been assigned to you by the Defen se logistics Agency (DlA) CAGE Progra m . To remain e ligib le to do busines s wit h the federa l government, you must renew your entity's registration in SAM every year. The annual renewal date fo r the registration is 2024- 07-06 10:27 :00.099. SECTION 10 -ADDENDUM ACKNOWLEDGEMENT Krebs acknowledges that we received and reviewed Addendum Number 1 sent via email on September 11, 2023 . Page 11 City of Fai rhop e -R,Q PS23 -025 Professio nal Engir.ee , i n g Ser vi ces tor Was t ewater Ti'eatrne nt Pia11t Headworks ln ,provrnents KREBS fN CI NEERIN C" --w- 213 City of Fairhope KREBS ENG I NEERING w SECTION 11 BYRD ANTI-LOBBYING AMENDMENT Wastewater Treatment Plant Headworks Improvements 214 SECTION 11-BYRD ANTI -LOBB YING AMENDMEN T 79. BYRD ANTI-LOBBYING AMENDMENT Byrd Anti -Lobbying Amendment , 31 U.S.C. § 1352 (as amended) Contractors who apply or bid for an award of $100,000 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a Member of Congress , officer or employee of Congress, or an employee of a Member of Congress in connection with obtaining any Federal contract, grant, or any other award covered by 31 U.S.C. § 1352 . Each tier shall also disclose any lobbying with non -Federal funds that takes place in connection with obtaining any Federal award . Such disclosures are forwarded from tier to tier up to the recipient who in turn will forward the certification(s) to the awarding agency. Required Certification . If applicable, contractors must sign and submit to the non -federal entity the following certification . APPENDIX A, 44 C.F.R. PART 18 -CERTIFICATION REGARDING LOBBYING Certification for Contracts , Grants, Loans , and Cooperative Agreements The undersigned certifies , to the best of his or her knowledge and belief, that : 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress , an officer or employee of Congress , or an employee of a Member of Congress in connection with the awarding of any Federal contract , the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement , and the extension , continuation, renewal, amendment, or modification of any Federal contract, grant , loan , or cooperative agreement . 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress , an officer or employee of Congress , or an employee of a Member of Congress in connection with this Federal contract , grant, loan, or cooperative agreement , the undersigned shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying ," in accordance with its instructions . 3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts , subgrants , and contracts under grants , loan s, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into . Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31 , U.S. Code . Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure . The Contractor certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition , the Contractor understands and agrees that the provisions of 31 U.S.C. Chap . 38 , Adm i ni strative Remedies for False Claims and Statements , apply to this certification and disclosure, if any. Signature of Contractor 's Authorized Official Caleb L. Leach, P.E. Associate Name and Title of Contractor 's Authori zed Official September 14, 2023 Date Page 11 City of Fairho pe • RFQ PS23 -025 Professional Engi ne ring Services fo r Was t'evv;;ter Trea t rnt:n 1 Plant Her1dv11orks Im rov111e1 1ts KREBS !:MCIN.EEAIN G --w- 215 FROM: CITY OF FAIRHOPE AGENDA MEMORANDUM I Daryl Morefield , WATER SUPERINTENDENT SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, is requesting approval for the procurement of inventory water meters for the Water Department. AGENDA November 13 , 2023 DATE: RECOMMENDED ACTION: Approve this procurement of inventory water meters not to exceed $500,000 .00. BACKGROUND INFORMATION: The Neptune water meters will be purchased from Consolidated Pipe and Supply Co . Inc . Attached is the quoted pricing from Consolidated Pipe reflecting the price of the water meters on October 31, 2023. The price is as follows: 5/8x3/4 Neptune T10 Gal Pro Coder 900-1 BRZ BTM $215 .00 each The water meters 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." BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004010-$500 ,000 .00 $500 ,000 .00 ($_) 59500-60 I 216 GRANT: NI A LEGAL IMPACT: NI A FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up : NIA lndividua1(s) responsible for follow up: NIA Action required (list contact persons/addresses if documents are to be mailed or emailed): NIA 217 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 Neptune Water Meters to replenish inventory for the Water Department to be purchased from Consolidated Pipe and Supply Company, Inc. as Sole Source Provider in the State of Alabama for Neptune Technology Group , Inc ; and are exempt from formal bid pursuant to Code of Alabama 1975 , Section 41-16-51 (b )(7). The total cost not-to-exceed $500 ,000.00. Adopted on this 13th day of November, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson , Council President 218 City of Fairhope Project Funding Request Issu ing Dale 1112/2023 Project Name: Approve the Procurement of Neptune Water Meters for Inventory Proj ect Location: Water Presented to City Council : 11113/2023 Fund in g Request Sponsor Daryl Morefield, Water & Sewer Superintendent Projecl Cash Requ irement Requested : Cost: s 500 000 .00 N0Mo-.xceed Amount Vendor : Consolidated Pipe & SupeJi (Vendor #19) Project Engineer : nla Order Date n/a Lead Time Deeanment Fundln11 This Project General C Gas D Electric 0 WateB Waslewater D Sanitation C Deeanment of General Fund Providing the Funding Adm in-10 [' Bldg -13 C Police-15 C Fire-20 0 ECD-24 D Rec-25 C Fleet-46 C Go lf-50 C Golf Grounds -55 D Museum-27 D NonDeptFac-75 D Debt Serv ice-BS C Project will be Funding Source . Expensed D Operating Expenses Capitalized XXX ~ Budgeted Cap ilal Inv entoried C Unfunded Expense Code : 004010-59500 (Line 60) GI L Acci Name : Water• sistem lmerove-Dlstrlbutlon sistem Project Budgeted : $ 500 000 .00 Ba lance Sheet Item-D Included in proJected cash flow Bond : Over (Under) budget amount: s Loan : Approve the procurement of Neptune Waiter Meiers for lh• noHo-e•ceed 1mount of $500,000.00. The procurement of meters is eumpt from the formal bidding process via Code of Al1bam1 1975 § 41-16-51 (b)(7). Capital Lease : City Council Pnor App roval/Date? _______ _ Senior Accountant City Treasurer Purchas ing Memo Date : __ 1~0~/~3~11~2~0=23'-_ Purchasing Memo Date : ___ 1~0""13""1""/"'2""02"'3,_ __ COF Project No. 2391 NOV 3 '23 AH:3 :09 'f Please return th is Routing Sheet to Tre~:· ASAP ,rvr,r Resolution# • Approved Changed Rejected $ . nla Cap Project 0 Impact D Gas Tax C Fed Grant C Landsc-36C Clvic-26 C Street-35 C Meter-19 C IT-16C Manna -34 0 Plan/Zone-12 C Adult Rec-30 D HR-1'C C XXX ~ C Federa l -not to exceed amount State Cily Local Title Year I Title Year Payment Term Mayor 219 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 161 North Section St . PO Drawer 429 Fairhope, AL 36533 251-928 -2136 (p) 251 -928-6776 (f) www.fairhopeal.gov MEMO To: Suzanne Doughty, Senior Accountant Kimberly Creech, Treasurer From : Erin Wolfe , Purchasing Manager Date : October 31 , 2023 Re : Green Sheet and City Council Approval for the request of Inventory Neptune Water Meters The Superintendent of Water/Wastewater, Daryl Morefield , is requesting approval for the procurement of inventory water meters for the Water Department. The Neptune water meters will be purchased from Consolidated Pipe and Supply Co . Inc . Attached is the quoted pricing from Consolidated Pipe reflecting the price of the water meters on October 31 , 2023 . The price is as follows : 5/8x3/4 Neptune T10 Gal Pro Coder 900-1 BRZ BTM $215 .00 each The water meters 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." Please compose a Green Sheet and place on the next available City Council Agenda this request to approve this procurement of inventory water meters not to exceed $500,000.00. CC file , Daryl Morefield , Clint Steadham 220 C O N S O L I D A T E D P I P E A N D S U P P L Y Q U O T E CO . , I NC . 4180 Hall Mill Road PO Box 191057 Mobile AL 36693 0029 -MICHA LAMBERT Office 251 -666-6691 WATS 800-699-6691 Fax 251-666 -5311 350133 -FAIRHOPE CITY OF WATER & SEWER PO BOX 429 FAIRHOPE AL 36533 C U S T O M E R Quote Nbr: 369598 000 Quote Date: 10/31/2023 Job: 5/8X3/4 PROCODER METERS Engineer: Bid Date: FAIRHOPE 1 0/31/2023 Good Until: 11/30/2023 To: MICHA Email: MICHA.LAMBERT@CPSPIPE.COM Qty Size /Wall/Description Price 2325 .0 5/8X3/4 NEPTUNE Tl0 GAL PROCODER 900 -I BRZ BTM Total: 215.00 EA Page 1 Extended Price 499,875.00 499,875.00 221 Name: Daryl Morefi eld Department: Water CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Date: 10/26/2023 ------------------------- Expenditure Threshold** Distinctions Quot es Required Approval Gr een Sh eet Under $5 ,000 No restricti o ns Not Required N/A N/A Utilities $5 ,001 -$10,000 Operational NON -Budgeted Three Treasurer /Mayor N/A Greater than: Operationa l NON -Budgeted Three Council Reguired Gen Govt -$5 ,001 Utilities -$1 0,001 Gen Govt -$5 ,0 01 -$30,000 Operational Budgeted Three Treasurer N/A Utilities -$1 0,001 -$30,000 Over $30,000 Operational Budget * State Bid List or Treasurer/Mayor N/A Buyi ng Grou p Over $30,000/$100,000 Operati o nal Budgeted Bids Council Reguired Professional Service Over $5,000 Budgeted o r Non-Bu dgeted Mayor Select Council Reguired Resolution N/A N/A Reguired N/A N/A Reguired Reguired *Budgeted items that meet or ore under budget may be purchased with the Mayor and/or Treasurer 's approval if they ore on the State Bid list or from an approved buying group . Items that ore 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 t hresho l d, Purchasing/Treasurer may r equir e a formal bid due to potential materials cost increases. 1. 2. 3. Vendo ~N a me1 Consolidated Pipe Supp ly (y Jr ( tif j. Cli ck or tap here to enter te xt . Cli ck or tap here to enter te xt. QUOTES $ 500,000.00 $ Vendor Quote $--------------- Check any applicable boxes: D State Co ntract D ALDOT D Purchasing Group fZI Sole Source (Attach So le Source Justification) ITEM OR SERV ICE INFORMATION 1. What item or service do you need to purchase? Water Meters 2 . What is the total cost of the item or se rvice? $5 00,0 00 .0 0 3. How many do you ne e d? 2,500 4. Item or Service Is: fZI New D Used D Replacement D Annual Request 5 . Vendor Name (Lowes~puote): Consolidated Pipe Supply 6. Vendor Number: 19 f' If you do not have a Vendor Number, please go to the City of Fairhope page : www.FairhopeAL.gov, Deportments, Purchasing, Vendor Registration, and complete the required information. BUDGET INFORMATION 1. Is it budgeted? [XI Yes D No D Em e rgency Request / 2. If budgeted, what is the budgeted amount? $500,000 .00 3 . Budget code: 004010-59500-60 k Email completed farm with quotes and other supporting documentation to Erin .Wolfe@FairhopeAL.gov and Rhonda.Cunninqham@FairhopeAL.gov. PUR-004 -082522 222 FROM : SUBJECT: AGENDA DATE: CITY OF FAIRHOPE AGENDA MEMORANDUM I Daryl Morefield , WATER SUPERINTENDENT Materials for county Road 33 Water Main Upgrade November 13 , 2023 RECOMMENDED ACTION: That the City of Fairhope approves the procurement of Materials for County Road 33 Water Main Upgrade for the Water Department to be purchased from Consolidated Pipe and Supply Company , Inc . as Sole Source Provider in the State of Alabama for Neptune Technology Group , Inc ; and are exempt from formal bid pursuant to Code of Alabama 1975 , Section 41 -16 -51 (b )(7). The total cost not-to -exceed $63 ,704.00 . BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $ -$ -($_) GRANT: LEGAL IMPACT: FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up : lndividual(s) responsible for follow up : Action required (list contact persons/addresses if documents are to be mailed o r emailed): I 223 RESOLUTION NO. --- BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [I] That the City of Fairhope approves the procurement of Materials for County Road 33 Water Main Upgrade for the Water Department to be purchased from Consolidated Pipe and Supply Company , Inc . as Sole Source Provider in the State of Alabama for Neptune Technology Group , Inc ; and are exempt from formal bid pursuant to Code of Alabama 1975 , Section 41-16-51(b)(7). The total cost not-to- exceed $63 ,704.00. Adopted on this 13th day ofNovember, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson , Council President 224 City of Fairhope Project Funding Request Issuing Date . ---'1-'-1 /"'6"'/2:..c0.=2.c.3 __ Project Name · Approve the Procurement of Materials for Water Main Upgrade (County Road 33) Project Location : County Road 33 Presented to City Council : __ 1""1"-/1.:.:3"'/2"'0:.c2:.c3'--- Fund ing Request Sponsor : Daryl Morefleld1 Water & Sewer Superintendent Curtis Cooper, Field Operations Supervisor Tim Manuel, Water & Sewer Assistant Superintendent Proj ect Cash Requirement Requested : Cost: $ 63 704.00 Not•t<H•<Hd Amount Vendor: Consofldated Pipe & Supply Co.1 Inc . (Vendor #19) Project Engineer. n/a Order Date : n/a Lead Time : ,. - Department Funding Thls Project General Ci Gas 0 Electric 0 w.,., Wastewater D Sanitation □ Department of General Fund Providing the Funding Adm ,n-10 □ Bldg-13 0 Polrce-15 0 Fire-20 0 ECD-24 D Rec-25 Ci Fleet-46 C Golf-50 0 Go lf Grounds-55 D Museum -27 D NonOeplFec-75 0 Debi Service-85 Q ProJect will be Fund ing Source Expensed D Operating Expenses Cap italized XXX 0 Budgeted Capital fnventoned C Unfunded Expense Code : 004010-59500 Line 80 GIL Acct Neme : Water -System fmerv (Distribution System) . Proj ect Budgeted : $ 63,704.00 Balance Sheet Item-C Included in projected cash now Bond : Over (Under) budget amount: $ -Loan: Approve the procurement of mat1rials necesaary for the County Road 33 water main upgradt fn the not-to-exceed amount of $63 ,704.00 rrvm Consolidated Pipe' and Supply. Thi5 purctiase 11 exempt from the formal bidding process per Code of Alabama 1975, Section 41 •16-51(b)(7). Capital Lease : Ctt y Counc il Prror Approva l/Date? ______________________ _ Senior Accountant Clty Treasurer Purchas ing Memo Date · --~1~1_/6~/=20=2~3~-Purchasing Memo Date . --~1~1~/6~/2=0=2=3~-- COF Project No. 2395 Please return th is Rout ing Sheet to Treasurer by : ___ A~S~A~P __ Resolution # : Approved N0V6'23PM4:49 <::]3J,} Changed ______ ._ Rejected _____ _ . , n/a . --. ' Cap Project □ Impact 0 Gas Tax C Landsc-36 0 Civic-26 0 Street-35 0 Meter-19 C Manno-34 D P/an/Zone -12 C Adult Rec-30 D D XXX 0 C •-• Federal • not to exceed amount , State City c,. Local -Title . Title .. ~ , . •-' ·~ . . -• -''' .:, . .. ' I, r -Payment Mayor Delivered To Date : _ _,_11'"/6"'1..,2D::,2e.:3::....._ Approved Date · __ 1~1~16~1=20=2=3~- Mayor Sherry Sulh van ' Fed Grant D IT-16 0 HR-17C ,~ -- Year Year Term I I 225 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 161 North Section St . PO Drawer 429 Fairhope , AL 36533 251 -928 -2136 (p) 251-928 -6776 (f) www.fairhopeal.gov MEMO To : Suzanne Doughty, Senior Accountant Kimberly Creech, Treasurer From : Date : Re : Erin Wolfe , Purchasing Manager November 6 , 2023 Green Sheet and City Council Approval for the request of Materials for County Road 33 Water Main Upgrade The Superintendent of Water/Wastewater , Daryl Morefield , is requesting approval for the procurement of materials for County Road 33 Water Main Upgrade . Requests for quotes were sent to three (3) vendors. Consolidated Pipe and Supply Co ., Inc . provided the lowest quote . Attached is the quoted pricing from Consolidated Pipe. The total price for the materials is Sixty-Three Thousand Seven Hundred Four Dollars ($63 ,704 .00). The water project materials are exempt from formal bidding per Code of Alabama 1975 , Section 41-16-51(b)(7) which states : "Th e 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 " Please compose a Green Sheet and place on the next available City Council Agenda this request to approve this procurement of materials for County Road 33 Water Main Upgrade for $63,704.00. CC file , Daryl Morefield , Curtis Cooper, Tim Manuel , Clint Steadham 226 ~ V ~ 0 U D J U A T ~ D p I p E A N D S U P P L Y QUOTE CO . , I NC . 4180 Hall Mill Road PO Box 191057 Mobile AL 36693 0029 -MICHA LAMBERT Office 251-666-6691 WATS 800-699-6691 Fax 251-666-5311 350133 -FAIRHOPE CITY OF WATER & SEWER PO BOX 429 FAIRHOPE AL 36533 C U S T O M E R Quote Nbr: 369675 000 Quote Date: 10/31/2023 Job: HWY 33 12" LIST Engineer: Bid Date: FAIRHOPE 10/31/2023 Good Until: 11/30/2023 To: MICHA Email: MICHA .LAMBERT@CPSPIPE.COM Qty Size/Wall/Description Price Page 1 Extended Price ---------------------------------------------------------------------------------------- 3.0 3.0 12.0 1.0 1.0 1.0 1 .0 1.0 11.0 60.0 2.0 3 .0 12 CDI 06 MJ 45 L/ACC 12 MUL A2361-23 MJ GV OL NT L/ACC A423 MUL/HYD 5-1/4 VO 4 BY 6MJS NST OL RED 12 CDI 06 MJ TEE L/ACC 12X8 CDI 06 MJ RED L/ACC BXS JCM 462-0900XB SS TS D1/PVC 8 MUL A2361-19 MJXFLG GV OL L/ACC 8 1/8 RED RUE FF FLG ACC SET 12X6 CDI 06 MJ HYD TEE L/ACC 12 SIGMA SLDEP12 ONE-LOK ACC SET 8 SIGMA 06 SLDEPB ONE -LOK ACC SET 6 SIGMA 06 SLDEP6 ONE -LOK ACC SET 250 .00 EA 750.00 2,150 .00 EA 6,450.00 2,350.00 EA 28,200.00 420 .00 EA 420 .00 150 .00 EA 150.00 750 .00 EA 750.00 985 .00 EA 985.00 20.00 EA 20.00 290 .00 EA 3,190.00 125.00 EA 7,500 .00 70 .00 EA 140.00 50.00 EA 150.00 227 \..V ., J.NC. C U S T O M E R Q U O T E Quote Nbr: 369675 000 Quote Date: 10/31/2023 Page 2 Qty Size/Wall/Description Price Extended Price ---------------------------------------------------------------------------------------- 11.0 6 MUL A2361-23 MJ GV OL NT 750.00 EA 8,250.00 L/ACC 17.0 6 06 REG MJ B&G SET L/GLD 22.00 EA 374.00 19.0 5-1/4 CI VAL BX 2PC SCRO 18-24 65.00 EA 1,235.00 8.0 12 FIELD LOC GSKT ONLY 185 .00 EA 1,480.00 18.0 27X300 TRUMBULL 8 MIL POLYWRAP 185.00 EA 3,330.00 PERF/20FT 300 2.0 12 CDI 06 MJ PLUG L/ACC 165.00 EA 330.00 Total: 63,704 .00 228 _,.,. ,, , ....... -,.,, • .., .,;,vr r&., -.C.vV, 111., VIV l"'{V.MU -t:Jfl'(Mf/VliHAM, AL 35210 • (205) 956-1010 • Fax (205) 956-8251 Page · To : Fairhope Utilities Clint Steadham ! EMPIRE Project: Date: 6-Nov -202 3 Bi d Date: 6-Nov -20 23 Time: 12:00pm I Pipe & Supply 11 /6/2023 Co Roa d 33 Tel : Engineer: Fax: Item# Qty . Unit Description Price Ext . 3 EA 12" MJ 45• $ 254.74 $ 764.22 4 EA 12" MJ Gate Valve Open Left With Op Nut $ 2,040.32 $ 8,161 .28 12 EA 5-1/4 Hydrant 4' Bury with 6" MJ Shoe $ 2 ,543.93 $ 30 ,527.16 1 EA 12" MJ Tee $ 427.96 $ 427 .96 1 EA 12" X 8" Mi Reducer $ 145.90 $ 145.90 1 EA 8" x 8" Stainless Steel Tapping Sleeve $ 822.29 $ 822.29 1 EA 8" MJ x FLG Gate Valve Open Left With Op Nut $ 1,289.30 $ 1,289 .30 1 EA 8" x 1 /8" Red Rubber Flq Ace Kit $ 20.25 $ 20 .25 11 EA 12" x 6" Hydrant Tee $ 297.62 $ 3,276 .02 60 EA 12" Meoalua With Accessories $ 121.03 $ 7,261.80 2 EA 8" Megalug With Accessories $ 63.33 $ 126 .66 3 EA 6" Meaalua With Accessories $ 46.48 $ 139.44 11 EA 6" MJ Gate Valve Open Left With Op Nut $ 825.08 $ 9,075.88 17 EA 6" Bolt and Gasket Kit Less Gland $ 18.53 $ 315.01 19 EA 18"-24" 5-1/4" Va-,ve Box With Lid $ 62.47 $ 1,186 .93 8 EA 12" Field-Loe Gasket $ 190.67 $ 1,525.36 5.400 LF 27"x300' 8MIL Polywrap Perf/20' $ 0.64 $ 3,456 .00 2 EA 12" MJ Plug $ 136.17 $ 272 .34 Total Less Tax: $ 68 ,793.80 EMPIRE I ,p , & S uppl y 229 nrCKUU~Unl WATERWORKS r-t:L•LUALtJ WATERWORKS #1715 30065 STATE HWY 511 1 INSIDE CITY LIMITS• Ruasell Whisnant LOXLEY, AL 36551-0000 Phone:251-1164-8330 Fax: 251-1164-8334 12:32:35 NOV 06 2023 Bid No: B390021 Bid Date: 11/06/23 Quoted By: RW Customer: CITY OF FAIRHOPE ATTN : ACCTS PAYABLE PO BOX429 FAIRHOPE, AL 36533 Cust PO#: CR33WATER Item De•cr!ption -· ----------~---· MJ4LA12 12 MJ C153 45 BEND LIA FERGUSON WATERWORKS #1204 Price Quotation Phone:251-964-8330 Fax: 251-964--8334 Cust Phone: 251 -928--8003 Terms: NET 10TH PROX Ship To: CITY OF FAIRHOPE ATTN : ACCTS PAYABLE POBOX429 FAIRHOPE , AL 36533 Job Name: 11 .06 RFQ Quantity Net Price UM Total -------·-3 286 .000 EA 858 .00 C263912301194009 12 MJ RW OL GATE VL V C509DI 4 2550.000 EA 10200.00 CF2545514LAOLP MJTLA12 MJRLA12X J4620900X8 CF6106LAXOL FNWNBGS41 RF8X MJSTLA12U SSLDEP12 SSLDEP8 SSLDEP6 CF6100LAUOL IMJBGPU PSVB461SW AAFGRGSKT12 T3889993 MJSP12 5-1/4 VO F2545 HYO 4'0 BURY OL LIA 12 3100 .000 EA 37200 .00 12 MJ C153 TEE LIA 1 480 .480 EA 480.48 12X8 MJ C153 RED LIA 1 163 .800 EA 163 .6() 8X8 SS TAPN SLV W/ CSF 8.60-9 .05 1 800 .000 EA 800 .00 8 FLG X MJ RW OL GATE VLV UA 1 1300 .000 EA 1300 .00 8 304 SS 150# RR FF 1/8 FLG PKG 1 35 ,000 EA 35.00 12X6 MJ C153 SWVL TEE UA 11 320 .000 EA 3520 .00 12 DI MJ WDG REST GLND PK •oNELOK 60 127 .752 EA 7665.12 8 DI MJ WDG REST GLND PK •ONELOK 2 70 .190 EA 140 .38 6 DI MJ WDG REST GLND PK •ONELOK 3 51 .510 EA 154 .53 6 MJ RW OL GATE VLV LIA 11 810 .000 EA 8910 .00 6 MJ C153 BLT GSKT PK U GLAND 17 17.500 EA 297 .50 2PC SCRW 10T/15B COMP Cl VLV BX WTR 19 70 .000 EA 1330.00 12 SBR AMARILLO FAST GRIP GSKT 8 165 .000 EA 1320 .00 27X300 POLYWRAP F/ 10-12 DIP SLD 5400 0.650 FT 3510.00 12 MJ C153 SLD PLUG 2 152 .880 EA 305 .76 Net Total : $78190.57 Tax: $0.00 Freight: $0.00 Total: $78190.57 -HOW ARE WE DOING? WE WANT YOUR FEEDBACK! -Scan the QR code or use the link below to complete a survey about your bids : httpa:l/survey,medallla.eom/?bldsorder&fea:1715&on•29580 Page 1 of 2 230 Order Acknowledgement • Quote Order 000000 8751652.00 11/06/23 MATERIAL QUOTE CITY OFF AIRHOPE PO DRAWER 429 Cusl #I A TIN-ACCOUNTS PAY ABLE 1692880 FAIRHOPE, AL 36S33 CITY OF FAIRHOPE --PO DRAWER 429 Southern Pipe & Suppl}' Compan y 4330 Hwy 39 N. PO Box 5738 MERIDIAN, MS 39301 A TIN-ACCOUNTS PAY ABLE FAIRHOPE, AL 36533 SO\JTH.ERN PIPE · BIRMINGHAM W&S BHI Way Ln Product UPC Quantity Quantity Quantity 5t IUntt Price # And Description ttem# Ordered Backordered Shipped Prfce UM 1 M~412 00000 3 EA 284.71 EA 12" MJ 45 BEND Cl53 I 2 MHMGVLl2 00000 4 4 EA 2592 ,95 EA M&HC-515 l2MJO/LGA EVA VE 3 MH5l448R 00000 12 12 EA 2657.72 BA , 129 HYD 5-1/4 4' BURY 0 6MJ 3-WAYRED I 4 MJT12 00000 1 EA 487.88 EA I 12 MJ TEE Cl53 I 5 MJR12V 00000 1 EA 163.10 EA I 12X8 MJ REDUCER Cl53 ~ch l 6 JCM46 2Q900VV 00000 1 1 ea.ch 892.81 8"x8 " SS TAPPING SLEEV w/CS FLG 8.60-9 .05 D 1 MHMXFGVLV !oooooll I I l EA 1289 .29 I ij A M&H 8" MJ xFL GATE VATVE O , UA CC i I 8 FLGPKZV 00000 j 1 1 each 15.31 each 8" FLANGE ACC SET (ZINF ) I ; 9 MIBT12U 00000 11 11 EA 332Jl4 .E A l i 12X6 HYDRANT TEE CJSj I EA I 10 SLDEP12 ,00000 60 60 EA 135.27 12" DI ONE -LOK W I M) OASKE l MLDTKV j 00000 I u 2 2 EA 70.77 EA 8" MEGA LUG ACC KJT D~CTI IRON 12 MLDJKU 00000 3 3 EA i 51.84 EA 6" MEGA LUG ACC KJT D CTI IRON \3 MHMGVLU t' 00000 11 11 EA 8~~.08 EA M&H C-515 6 " 0/L MJ GA EVA V E )4 MJSASLGU QOOOO l'7 17 EA 20 .70 EA 6" MJ ACC SfT L/GLAND i 15 VBS6 2W lZ°QOO 19 19 EA 68.82 E A :ms 562S V ALVE BO X W/1· AT~ LID I j each j 16 ,PFLGl 2 00000 8 1 8 each 21 3.09 . 12" SJ FIELD LOK GASKEtr I 17 jTRUM27PP 00000 is l 18 1 l!A 439 .72 EA 1 27 " X 308 8MI L POL Y WJP PE F (,4: 22' , HI M,.JPLI 2 , 00000 I 2 1 2 EA 152 .19 EA • 12" MJ PLUG C l 53 I u omer opy !-,El-' ft-:R\IS ANO c O J\OII IO"\S H WWW.SOl"T'HEllNPIPL(10M I 0Prox ,NetJ0 @lscount Amount M11Hiplie1 (Nef) 0.()() 854.13 0.00 10371.80 o.oo 31892,64 o.oo 481.88 0.00 163.10 0.0() 892.81 0 .QO 1289.Z9 0.00 15.31 0.0() 3661.24 0 .00 8116,20 0.OQ 141.54 0 ,00 155.52 0.0Q 9075.88 0.00 351.90 0.00 13Q7.S8 0.00 1704.7J 0.00 7914 .96 0.00 J04.38 age o 231 Name: Curtis Cooper Jr. Department: Water CITY OF FAJRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Date : 11/6/2023 ----------------------- Expenditure Threshold•• Distinctions Quotes Required Approval Green Sheet Under $5,000 No restrictions Not Required N/A N/A Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer /Mayor N/A Greater than : Operational NON -Budgeted Three Council ~guired Gen Govt -$5,001 Utilities -$10,001 Gen Govt• $5,001 -$30,000 Operational Budgeted Three Treasurer N/A Utilities -$10,001 -$30,000 Over $30,000 Operational Budget• State Bid List or Treasurer /Mayor N/A Buying Group Over $30,000/$100,000 Operational Budgeted Bids Council IRegulred Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Councll Begulred Resolution N/A N/A IR~ulred N/A N/A R!Quired :Reaulred '"Budgeted items that meet or ore under budget may be purchased with the Mayor and/or Treasurer's approval if they are on the State Bid list or from on approved buying group. Items that are over budget must go to Council for approval and will reqvire a green sheet and resolution . ••Expenditure Thr,1hold Is a con,blned total of labor and m~riafs, Including materials provided by the City. If the total amount is wftltfn $10,000 of the listed thmhold, Purchasing/Treasurer may require a formal bfd due h> potential materials cost increases. Vendor Name 1. Consolidated Pipe & Supply Co . 2. Empire Pipe & Supply 3. Furgeson Waterworks QUOTES $ 63,704.00 $ 68,793.80 $ 78,190.57 Check any applicable boxes: 0 State Contract D ALDOT ' Purchasing Group D Sole Source (Attach Sole Source Justification) ITEM OR SERVICE INFORMATION 1. What item or service do you need to purchase? Materials for Co Rd 33 Main Upgrade 2. What is the total cost of the item or service? $63,704.00 3. How many do you need? See Attached Quote 4. Item or Service Is: 181 New □ Used D Replacement D Annual Request 5. Vendor Name (Lowest Quote): Consolidated Pipe & Supply Co. 6. Vendor Number: 19 Vendor Quote If you do not have a Vendor Number, please go to the City of Fairhope page : www.fpirboptALQ~ Departments, Purchasing, Vendor Registration, and complete the required information . BUDGET INFORMATION 1. Is it budgeted? 181 Yes D No D Emergency Request 2. If budgeted, what is the bud eted amount? $885,000 .00 '!>~o,ooo Laf\t. 0o 3. Budget code: 04010-59500 Email completed form with quotes and other supporting documentation to Erln.WelfctpfgltftopeAL.,w, and Rbondp.CunnlnphomJ!Folrt,ooeAL.oov. PUR -004 -0825}} 232 FROM: CITY OF FAIRHOPE AGENDA MEMORANDUM I Daryl Morefield, WATER SUPERINTENDENT SUBJECT: Declare Surplus and dispose of the personal property owned by the City of Fairhope , Alabama , AGENDA November 13, 2023 DATE: RECOMMENDED ACTION: 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:Sold for scrap or recycle at the highest offered value. 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: lndividual(s) responsible for follow up: Action required (list contact persons/addresses if documents are to be mailed or emailed): I 233 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 : 200+ Non-Serviceable Water Meters SECTION 2. That the Mayor and City Treasurer are hereby authorized and directed to dispose of the personal property owned by the City of Fairhope , Alabama, described in Section 1, above , by the following method : a. Sold for scrap or recycle at the highest offered value. ADOPTED AND APPROVED THIS 13TH DAY OF NOVEMBER, 2 023 ATTEST: Lisa A . Hanks , MMC City Clerk Jay Robinson, Council President 234 Lisa A. Hanks, MMC From: Sent: To: Subject: Attachments: Lisa, Daryl Morefield Thursday, November 2, 2023 4:14 PM Lisa A. Hanks , MMC F Brass IMG _0456 .jpg Here is a pile of old, non-serviceable water meters we would like to turn in to scrap. It looks to be 200+ meters . Please let me know if you need anything else . Thank you!!! Da ryl M orefi eld Water/Wastew at e r Superintendent Fairhope Public Utilities 555 South Section Street P.O. Box429 Fairhope, Al 36533 (251 )928-8003 1 235 236 FROM: SUBJECT: AGENDA DATE: CITY OF FAIRHOPE AGENDA MEMORANDUM I Erin Wolfe Lead Service Line Inventory and Compliance November 13, 2023 RECOMMENDED ACTION: That the City of Fairhope approves the selection of Kimley-Horn and Assoctions for Lead Service Line Inventory and Compliance ; and hereby authorizes Mayor Sherry Sullivan to negotiate the not - to-exceed fee to be approved by Council . BACKGROUND INFORMATION: The Superintendent of Water/Wastewater, Daryl Morefield, is requesting the hiring of a professional engineering firm for the development and inventory of service line material within the City of Fairhope Water System . 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 : lndividual(s) responsible for follow up : Action required (list contact persons/addresses if documents are to be mailed or emailed): I 237 RESOLUTION NO. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , as follows : [ 1] That the City of Fairhope awards (RFQ No. PS24-010) Professional Engineering Services for Lead Service Line Inventory and Compliance to Kimley-Hom and Associates , Inc.; and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to- exceed fee to be approved by Council. DULY ADOPTED THIS 13TH DAY OF NOVEMBER, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson , Council President 238 Sherry Sullivan Mayor Council Members: Kevin G. Boone Jack Burrell, ACMO Jimmy Conyers Corey Martin Jay Robinso n Lisa A. Hanks , MMC City Clerk Kimberly Creech Treasure r 61 North Section St. PO Box 429 Fairhope, AL 36533 251 -928 -2136 (p) MEMO To : From : Lisa Hanks , City Clerk Kim Creech , Treasurer Erin Wolfe, Purchasing Manager Date : November 1, 2023 Re : RFQ PS24-010 Professional Engineering Services for the Lead Service Line Inventory and Compliance -Phase 1 The Superintendent of Water/Wastewater, Daryl Morefield , is requesting the hiring of a professional engineering firm for the development and inventory of service line material within the City of Fairhope Water System . The proposed scope of work shall include : Task 1: Data Gathering & Analysis (120Water shall be a subcontractor for the gathering and review of data) Task 2: Preliminary Findings Review and Software Introduction Task 3: LSLI Verification Task 4 : LSLI Submittal Mayor Sullivan was provided a list of firms to select from for the work and chose Kimley-Horn and Associates , Inc . Please place on the next available City Council Agenda this request for the City Council to approve the selection by the Mayor for RFQ PS24-010 Professional Engineering Services for the Lead Service Line Inventory and Compliance - Phase 1 and authorize the Mayor to negotiate the not-to-exceed fee to be approved by Council. Cc: file , Dary l Morefield 239 Kimley >>>Horn October 26 , 2023 City of Fairhope Daryl Morefield Water and Wastewater Superintendent 555 S. Section Street Fairhope , AL 36532 RE: Fairhope Lead Servic e Line Inventory and Compliance -Phase 1 Mr. Morefield : Kimley-Horn and Associates , Inc. ("Kimley-Horn " or "Consultant ") is pleased to subm it our proposed scope services for the project entitled "Fairhope Lead Service Line Inventory and Compliance" ("Project"). This project is in response to the revisions to the Lead and Copper Rule by the Environmental Protection Agency (EPA) mandating all water systems develop and submit an inventory of service line material within their system by October 16, 2024 . We propose the use of the 120Water Platform to leverage GIS data , b illing system records , historical work order records , recent project as-builts , and other available data sources to develop a service line inventory categorized by customer address and i n compliance with the EPA submittal fo rmat. Kimley -Horn will assist the Cl ient with data submittals to 120Water and submittal of the final LSLI to EPA prior to the deadline stated above. Attached is a scope and fee for your review and approval. We look forwa rd to working with you on this v ital project. Sincerely , KIMLEY -HORN AND ASSOCIATES, INC . ~~ Charles H . Starling 111 , P.E., BCEE Project Manager kimley-horn.com 11 N ortl1 Water Street RSA Battl e House 1 c,wcr. Su:te ~•290 . r,r,obile AL . 36602 251 751 -2527 240 Kimley>>> Horn Scope of Services/Method of Compensation Attachmen t A Page 2 Fai rhope Lead Service Line Inventory and Compliance -Phase 1 Identification of Project: Project Name : Lead Service Line Inventory and Compliance -Phase 1 KH Project Manager: Charles H. Starling , 111 , P.E., BCEE Project Understanding The Client has requested the Consultant to provide data analysis , regulatory compliance , and consulting services for the generation of a lead service line inventory (LSLI) for all water service lines w ithin the system . This project is in response to the rev isions to the Lead and Copper Rule by the Environmental Protection Agency (EPA) mandating all water systems develop and submit an inventory of service line material within their system by October 16 , 2024. We propose the use of the 120Water Platform to leverage GIS data , billing system records , historical work order records , recent project as - builts , and other available data sources to develop a service line inventory categorized by customer address and in compliance with the EPA submittal format. Kimley -Horn will assist the Client with data submittals to 120Water and submittal of the final LSLI to EPA pr ior to the deadline stated above . Specific Scope of Services T he Consultant will provide the following professional services ("the Services "): Task 1 -Data Gathering & Analysis • Conduct kick-off meeting with 120Water and Client to establish team and confirm roles and responsibilities . This meeting will establish the program approach including success metrics and project timelines , and the cadence of prog ram reviews and client updates . • Kimley -Horn and 120Water will identify , review , document, and collaboratively understand the existing data sou rce(s) and systems available fo r use to build out a prel iminary LSLI . After review of the available data sources , we will work with the Client to prepare and submit the requested data to 120Water. • 120Water will review submitted data and determ ine the best analysis approach to bring the data together into a single data set that reflects all service line locations and associated attributes . • 120Water will conduct a thorough review of the submitted data , to ensure all data fields are understood and data integrity is maintained . They will clean and combine all appropriate data sources into a single service line inventory dataset. The final dataset in this stage will include service line locations and material type catego rizations for each identified service line in the distribution network , as well as all associated locat ion and service line attributes . k1mley-horn. com 11 North Water Street. RSA House T ov✓H, Suite 9290 Mobile, AL 36602 251 751-2527 241 Kimley>>> Horn Task 2 -Preliminary Findings Review and Software Introduction Attac hment A Page 3 • Conduct preliminary findings meeting with 120Water and Client to discuss service line locations , material type associations , the number of service lines the 120Water team was able to categorize as non-lead , geographic trends , etc . • Develop methodology for customizing the 120Water platform to meet the Client's needs (e.g ., customization data fields , location and service line identifiers , prioritization set-up , etc.) • Determine additional data sources to supplement the preliminary findings and incorporate the new data into the LSLI. • Setup and configure 120Water platform software account and setup user(s) account(s) to introduce the Client to their data in the software . • 120Water will train the Client user(s) on the 120Water software platform using the prepared data . During this session , the 120Water team and the Client will discuss current data systems and processes and provide guidance on using 120Water platform for long-term LSL management. Task 3 -LSLI Verification • 120Water will conduct a Prioritization and Verification Workshop to review inventory findings , prioritization metrics , geographic considerations , neighborhood information , and other details to define the method for organizing ongoing inventory efforts . 120Water will prepare and issue a validation plan summarizing these items to the Client. • 120Water will distribute via US Mail up to 5,000 customer LSLI postcards with return postage and input returned data points into the inventory . • Kimley-Horn will continue to work with Client to leverage the 120Water platform to input field collected data and ensure the LSLI meets state and federal requirements . • Kimley-Horn will use the 120Water findings to help the City develop a field verification plan for determination of serv ice materia l. Task 4-LSLI Submittal • 120Water Platform will serve as the database of record for all Service Line material updates , and the Platform will deliver that data back to the Client. • Kimley -Horn will organize and review final submittal of LSLI with Client and help ensure LSLI is submitted to ADEM prior to October 16 , 2024 deadline. Information Provided by Others Kimley -Horn shall be entitled to rely upon the accuracy of information p rovided by othe rs in the performance of professional services . It is anticipated that the following items will need to be provided to Kimley -Horn by the City during the project: 1. Record drawings of existing utilit ies owned by the City of Fairhope for utilit ies within the project limits . 2 . Water Service Account Data (Address , Connection Date , etc .) kimley-horn.com 11 North Water Street , RSA House Tower , Suite 9290 lv1ob1le . AL 36602 251 i51-2527 242 Kimley >>> Horn 3. Work Orders related to water system and water service installation/repairs . 4 . Assistance by City Staff obtaining water service records . Additional Services (if required) Attachment A Page4 Services requested that are not specifically included will be provided under an amendment of this scope of services or as a new and separate IPO agreement or can be performed on an hourly basis upon written authorization . Assumptions/Exclusions • Lead Check Swab Kits • Water Sampling and Laboratory Testing Fees • Physical Field Validation Checks • Filter Pitcher Kits or Replacement Filters . • Software Support beyond the 12-month subscription initiated upon the execution of this task order. • Public Education and Outreach Schedule Kimley -Horn will provide the services described in the scope of services in an expeditious manner based upon an agreed upon schedule to meet initial compliance with the EPA deadline of October 16 , 2024 . This task order covers a one-year period . Completion of field data verification by Client is outside the control of the Consultant and must be conducted in a timely manner to ensure a completed LSLI is compiled for submittal. Deliverables Kimley-Horn will provide the del iverables as described in the above scope of services . Kimley-Horn and 120Water will provide an excel database file with all recorded data in accordance with the ADEM specified excel spreadsheet format. kimley-horn.com 11 North Water Street , RSA House Tov,er, Suite 9290 Mobile, AL 36602 251 751-2527 243 Kimley>>>Horn Terms of Compensation Attachment A Pa ge 5 Kimley-Horn will complete the above scope of services on a time and expense basis invoiced monthly per the standard rate sheet provided with the Master Services Agreement. Individual task amounts are provided for budgeting purposes only . Kimley -Horn reserves the right to reallocate amounts among tasks as necessary . Kimley-Horn will not exceed the total amount listed below without written approval. Task Task Description Kimley-Horn 120Water Task Totals No . Fee Fee 1 1 Data Gathering and Analysis $18 ,000 .00 $21 ,250.00 $39 ,250 .00 2 Preliminary Findings Review and $3 ,500 .00 $15 ,300 .00 $18 ,800.00 Database Introduction 3 LSLI Verification $3 ,500 .00 $14 ,150 .00 $17 ,650 .00 4 LSLI Submittal $2 ,000.00 $ 0.00 $2,000 .00 SUBTOTALS : $27 ,000 .00 $50 ,700.00 $77 ,700 .00 TOTAL TASK ORDER $77,700.00 1The 120Water fee provided in Task 1 and Task 2 are annual fees . The 120Water fee in Task 3 is based on 5,000 customer LSLI postcards . ACCEPTED : CITY OF FAIRHOPE, AL KIMLEY-HORN AND ASSOCIATES, INC. BY : _____________ _ TITLE : _____________ _ TITLE: Associate DATE : ____________ _ DATE: October 26 , 2023 k ,imley-horn com 11 North Water Street, RSA House Tower . Suite 9290 Mobile, AL 36602 251 731-2527 244 Sherry Sullivan Mayor Council Members: Kevin G. Boone Jack Burrell, ACMO Jimmy Conyers Corey Marti n Jay Robinson Lisa A. Hanks , MMC City Clerk Kimberly Creech Treasu r er 61 North Section St . PO Box 429 Fairhope, Al 36533 251 -928-2136 (p) MEMO To : From: Lisa Hanks, City Clerk Kim Creech, Treasurer Erin Wolfe, Purchasing Manager Date : November 1, 2023 Re: RFQ PS24-010 Professional Engineering Services for the Lead Service Line Inventory and Compliance -Phase 1 The Superintendent of Water/Wastewater, Daryl Morefield , is requesting the hiring of a professional engineering firm for the development and inventory of serv ice line materia l within the City of Fairhope Water System . 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 : Task 1: Data Gathering & Analysis Task 2 : Prel iminary Find ings Review and Software Introduction Task 3: LSLI Ver ification Task 4 : LSLI Submittal Please move this procurement of profess ional services forward to the Mayor for the selection of a professional service provider. The short list is : Nov 1, 2023 Kimley-Horn and Associates , Inc . None . Submit another list Cc : file , Richard Johnson , Mayor Sherry Sullivan 245 Name: Daryl Morefield Department: Water CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Date: 10/31/2023 ------------------------ Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Under $5,000 No restrictions Not Required N/A N/A Utilities $5,001 -$10,000 Operational NON -Budgeted Three Treasurer/Mayor N/A Greater than : Operat ional NON -Budgeted Three Council Reguire d Gen Govt -$5 ,001 Utilities -$10,001 Gen Govt -$5 ,001 -$30,000 Operational Budgeted Three Treasurer N/A Utilities -$10,001 -$30,000 Over $30,000 Operational Budget* State Bid List or Treasurer/Mayor N/A Buy ing Group Over $30,000/$100,000 Operational Budgeted Bids Council Reguired Professional Serv i ce Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Reguired Resolution N/A N/A Reguired N/A N/A Reguired Reguired *Budgeted items that meet or ore 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 . Vendor Name 1. Kimley -Horn 2. Click or tap here to enter text. QUOTES $ 77,700.00 $ Vendor Quote ----------------3 . Click or tap here to enter text. $ ---------------- Check any applicable boxes: D State Contract □ ALDOT □ Purchasing Group IZI Sole Source (Attach Sole Source Justification) ITEM OR SERVICE INFORMATION 1. What item or service do you need to purchase? Lead service line inventory 2. What is the total cost of the item or service? $77,700 .00 3 . How many do you need? 1 4. Item or Service Is: IZI New □ Used □ Replacement □ Annual Request 5. Vendor Name (Lowest Quote): Kimley-Horn 6 . Vendor Number: 7089 If you do not have a Vendor Number, please go to the City of Fairhope page: www.Fa irhopeAL.gov, Departments, Purchasing, Vendor Registration, and complete the required information. BUDGET INFORMATION 1. Is it budgeted? IZI Yes □ No □ Emergency Request 2. If budgeted, what is the budgeted amount? $100,000.00 3. Budget code: 004010-50290-30 Email completed form with quotes and other supporting documentation to Erin .Wolfe@FairhopeAL.gov and Rhonda.Cunninqham@FairhopeAL.gov. PUR-004 -082522 246 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 , recei ve, and open bids to procure services for (Bid No . 24-005) US 31 Widening Gas Main Relocation at 555 South Section Street in the City of Fairhope offices , Fairhope, Alabama . [2] At the appointed time and place, bids were received and tabulated as follows: Please see attached Bid Tabulation for US 31 Widening Gas Main Relocation [3] After evaluating the bids with the required specifications, Equix Energy Services , LLC is now awarded (Bid No. 24-005) US 31 Widening Gas Main Relocation with a bid proposal not-to-exceed $588 ,947.75. DULY ADOPTED THIS 13TH DAY OF NOVEMBER, 2023 Attest: Lisa A. Hanlcs , MMC City C lerk Jay Robinson , Council President 247 Sherry Sullivan Mayor Council Members: Kevin G. Boon e Jack Burrell, ACMO Jimmy Conyers Corey Martin Jay Rob i nson Lisa A. Hanks, MMC City Clerk Kimberly Creech City Tr easurer 161 North Section St . PO Drawer 429 Fai r hope , AL 36533 251 -928-2136 (p) 251 -928 -6776 (f) www.fairhopeal .gov MEMO To : Suzanne Doughty, Senior Accountant Kimberly Creech , City Treasurer From : Erin Wolfe, Purchasing Manager Date : November 9, 2023 Re : Requesting Green Sheet and Approval by City Council to award Bid No . 24- 005 US 31 Widening Gas Main Relocation The Superintendent of the Gas Department , Wes Boyett , has requested to procure the services of a contractor to furnish all labor, materials , and perform all work for the gas main relocation fo r the US31 widening project. A service bid was issued on October 25 , 2023 , posted to the City of Fairhope 's website , and v iewed by 145 of 420 vendors who select to receive e -notifications . Two (2) responsive bids were received at the bid open ing on October 9 , 2023 at 9 :30 a .m . The low bid was from Equix Energy Services , LLC for Five Hundred Eighty-Eight Thousand Nine Hundred Forty-Seven Dolla rs and Seventy-Five Cents ($588 ,947 .75). Our recommendation is to award this bid to Equi x Energy Services , LLC for the base bid amount of $588 ,947 .75 Please prepare a Green Sheet and place on the next City Council Agenda this request to award Bid No . 24-005 US 31 Widening Gas Main Relocation to Equix Energy Services , LLC for $588 ,947 .75 . Enclosur e Cc: We s Boyett, Clint Steadham 248 November 9, 2023 US 31 Widening Gas Main Relocation Contract No. PS23-014/Bid No. 24-005 (Volkert Proj . No . 648012) Sherry Sullivan Mayor The City of Fairhope, AL P.O. Drawer 429 Fai r hope, AL 36533 Dear Mayor Sullivan : Vo lke rt, In c. 111 0 Mont lima r Dr ., Suite 1050 Mo b ile , AL 36609 (251) 342 -1070 www .vo l kert.com VOLKERT Enclosed is the Tabulation of Bids received today for the referenced project along with the two (2) bid proposals . The following is a summary of the total bid amounts submitted : Contractors Equix Energy Services, LLC General Maintenance Contractors of East Alabama , Inc . (GMC Underground ) Total Bid Amount $588,947 .75 $1,639,695 .91 We have reviewed the proposals and found them to be in order. Equix Energy Services, LLC submitted the low Total Bid Amount of $588,947 .75 . This amount appears to be reasonable for the proposed wo r k. Therefore, we recommend that Equix Energy Services, LLC be awarded this contract for their Total Bid Amount of $588,947 .75 . Please call at your convenience should you have any que stions regarding these items . Si ncerely, ~_;;.->~ Mel i nda D. Immel, P.E. Assi stant Vice President /kvd En cl osures c Er i n Wo lfe Rhonda Cunningham We s Boyett Taylo r Wesson TRANSPORTATION ENERGY WATER ENV I RONMENT U \Pro,Kt.t\648 • Fairhope 20 16-17\012 • US3 1 GH Ma,n Reloc\Bid Opel'llng\2023-1 1·09 Summary of 8id1 doc.a 249 Item No. 600AOOO 210DOOO 652A100 656A010 654AOOO 665J002 665Q002 703TOOO 201COOO 4248653 646A825 646A610 646C575 646C576 646C600 646D610 646D635 646G515 206D030 THE CITY OF FAIRHOPE, Al TABULATION OF BIDS RECEIVED ON NOVEMBER 9, 2023 US 31 WIDENING GAS MAIN RELOCATION CONTRACT NO. PS23--014/BID NO. 24--005 (VOLKERT PROJECT NO. 0648012) I 1 2 Equix Energy General Maintenance Services, LLC Contractors of East Alabama, Inc . (GMU Underground) Estimated Unit Total Unit Total Item Description Unit Quantity Price Amount Price Amount Mobilization (Not to Exceed 5% of Total Bid Amount) LS 1 $25 ,000 .00 $25,000 .00 $78,000 .00 $78 ,000 .00 Borrow Excavation CYIP 100 $75.00 $7 ,500.00 $200 .00 $20,000.00 Seeding AC 0.2 $2,500.00 $500 .00 $22,796.40 $4 ,559 .28 Mulching AC 0 .2 $2,500 .00 $500 .00 $22,796.40 $4 ,559.28 Sol id Sod SYIP 1055 $1.25 $1,318 .75 $20 .00 $21,100 .00 Silt Fence (Type A) LF 1500 $5 .00 $7,500.00 $12 .10 $18 ,150.00 Wattle LF 500 $6.00 $3,000 .00 $9.25 $4,625 .00 Traffic Control LS 1 $2 ,500.00 $2,500 .00 $20,000.00 $20,000 .00 Clearin g LS 1 $5 ,000 .00 $5 ,000.00 $15,000 .00 $15 ,000.00 Superpave Bituminous Concrete Patching TON 2 $300.00 $600.00 $3,750.00 $7,500 .00 6 Inch Steel Gas Line Laid (HDD) LF 3764 $96 .50 $363 ,226 .00 $216 .00 $813 ,024 .00 3/4 Inch Steel Gas Service Line Laid LF 182 $60 .00 $10,920 .00 $S8 .00 $10,556.00 3/4 Inch Steel Fitting EA 16 $25 .00 $400 .00 $650 .00 $10,400.00 3/4 Tap Tee EA 8 $2 ,500.00 $20,000.00 $450 .00 $3 ,600.00 6 Inch Steel Fitting EA 24 $145 .00 $3 ,480.00 $1 ,237.00 $29,688.00 3/4 Inch Steel Valve w/ Box EA 8 $1 ,500 .00 $12 ,000.00 $1 ,2 00 .00 $9 ,600.00 6 Inch Steel Valve w/ Bo x EA 2 $4 ,500 .00 $9 ,000 .00 $4 ,500 .00 $9 ,000.00 6 Inch Steel line Stopper EA 2 $15 ,000.00 $30,000.00 $20,000 .00 $40,000 .00 Removing Utility lines LF 3761 $23.00 $86,503 .00 $138.35 $520,334 .35 TOTAL BID AMOUNT $588,947 .75 $1,639,695.91 I I, Melinda D. Immel, P.E., Ass istant Vice Pre sident, Volkert, Inc., Consulting Engineers, do hereby certify that this tabulation of bid s rece ived on November 9, 2023, for the herein referenced project, is a true and correct copy of the bids sub mitted by the within named pe rs ons . ?vi;::::::>~ Melinda D. Immel, P.E., Ass istant Vi ce Pr esident Volkert, Inc . VOLKERT, INC. Pag e 1 of 1 250 PROPOSAL/BID RESPONSE FORM BIO NO . 24 -005 US 31 WIDENING GAS MAIN RELOCATION TO: THE CITY Of FAIRHOPE , ALABAMA Submitted /uwwJ,..,r ~ , 2023 The following Proposal is made on behalf of --'--"-E~""'l.4."-'-;....,): _ _.~--'---~.....,.,...,w,,,__-=S,'-><:f.c--'-V 1...;~ ..... :0.c....,,tc.--cL_L---=(,,c..__ U (No/ff of Bidder) I The Undersigned, as Bidder, hereby declares that he has examined the site of the work and informed himself fully in regard to all conditions pertaining to the place where the work is to be done, that he has examined the plans and specifications for the work and contractual documents relative thereto and has read all Special Provisions furnished; and that he has satisfied himself relative to the work to be performed . The Bidder proposes and agrees, if this proposal is accepted , to contract with the City of Fairhope, Alabama , in the form of contract specified, to furnish all necessary materials, equipment , machinery , tools, apparatus, means of transportation overhead, profit, bonds , insurance, labor, and all other costs necessary to complete the construction of : US 31 WIDENING GAS MAIN RELOCATION CONTRACT NO. PS23-014/B10 NO. 24-005 (Volkert Project No 648012) in full and complete accordance with the shown , noted, described and reasonably intended requirements of the plans , specifications , and contract documents to the full and entire satisfaction of the City of Fairhope, Alabama, with a definite understanding that no money will be allowed for extra work, except as set forth in the attached General Cond1t1ons and Contract documents, for the lump sum or unit prices listed opposite each item . It is agreed that the description under each item, being briefly stated , implies , although it does not mention , all incidentals and that the prices stated are intended to cover all such work, materials, and incidentals as constitute Bidder's obligat ion s as described in the specifications and any details not specifically mentioned , but evidently included in the Contract shall be compensated for in the item which most logically includes it The unit quantities for bid items listed on the proposal sheets are estimated quantities only for the purpose of comparing bids . Any difference between these estimated quantities and actual quantities required for construction shall not be taken as a basis for claims by the Contractor for extra compensation . Compensation will be based on the lump sum or unit prices and actual construction quantities The Bidder further propose s to execute the attached Contract agreement as soon as the Work is awarded and to begin and complete the work within the respective time limit provided for in the Specifications hereto attached . The Bidder also proposes to furnish a Contract Performance Bond , approved by the Owner in an amount equal to the total amount of the bid . This Bond shall serve not only to guarantee the completion of the work , but also to guarantee the excellence of both workmanship and materials unti l the Work is finally acc epted II 1 251 The undersigned , hereinafter called the Bidder , decla res that the only person s or parties interested in this Proposal ar e those named herein that this Proposal is, in all respects, fair and without fraud , that it is made without collusion with any official of the CITY, and that the Proposal is made without any connection or collusion with any person submitting another Proposal on this Contract The Bidder further agrees that he has checked and verified the completeness of the Contract Documents and that he has exercised his own judgment regarding the interpretation of subsurface information utilizing all pertinent data in arriving at his conclusions The Bidder shall be fully responsible for any damages or liability arising out of his or his subcontractors prebid mvestigations The Bidder understands and agrees that if a Contract is awarded , the CITY may elect to award all schedules under one Contract, lump sum , separately or in any combination that best serves the interests of the CITY . The Bidder further declares that he has carefully examined the Contract documents for the construction of the Project and has checked and verified the completeness of the Contract Documents; that he has personally mspected the site that he has satisfied himself as to the quantities involved. including materials and equipment , and conditions of work involved . Bidder further declares that he 1s fully aware of the fact that the description of the work, quantities of wor~ and materials, as included herein, is brief and is intended only to indicate the general nature of the work and to identify the said quantities with the detailed requirements of the Contract Documents . Bidder also declares that this Proposal is made according to the provisions and under the terms of the Contract Documents , which Documents are hereby made a part of this Proposal II 2 252 i Item No. 600A000 210D000 652A100 656AO l 0 654AOOO 6651002 66SQ002 703TOOO 201COOO lfl.~ Ot>J , 646A825 646A610 646(575 646C576 64l:iC600 646D610 646D635 646G515 206D030 w PROPOSAL US 31 Gas Main Relocation Contract No P523 014/ Bid No 24 005 (VOLKERT CONTRACT NO 648012) -. Unit Item Description Unit Price Mobilization (Not to Exceed 5% of Total Bid Amount) LS $ .)...J OCJO. v0 Borrrow Excavation CYIP $ 7f.OD Seeding AC $ l, Soo.t10 -·- Mulching -AC $ J S°00. Ob ---- Solid Sod --SYIP $ /,'l-S- Silt Fence (Type A) LF -.-, $ J.vo Wattle -LF $ 6.0D Traffic Control LS $ )., ~.IICJ Clearing LS $ S, uw If) Superpave Bituminous Concrete Patch in g TON $ .Joo,ov 6 Inch Steel Gas Line Laid (HOD) LF $ 96 .-ro 3/4 Inch Steel Gas Serv ice Line Laid LF $ liMt) 3/4 Inch Steel Fitting EA $ JS, iJO 3/4 Tap Tee EA $ l fO{),tJrJ 6 Inch Steel Fitting EA $ I '1S. ()o 3/4 Inch Steel Valve w/ Box C EA $ /, SrJo,W 6 Inch Steel Valve w/ Box EA $ ~-Sttl (111 6 Inch Steel Line Stopper -EA $ /J.l/a), QO Removing Utility Lines --LF $ ),].(),; - 11_ Ii - Total Total Quantity Amount 1 $ )..5 000 ,Od 100 $ 7 ~K'J,OO II 0 .2 $ .>IJO. (10 0 .2 $ Soo.oo 1,055 $ /]Ji'.7S- 1,500 $ 7, l"w.llu 500 $ J (JOO . OIi I 1 $ 1 d"tt.l,"° 1 $ >.. OU.. 00 I I 2 $ /c,J. ()/) 3,764 $ )6) ] )6.C)O 182 $ I() ~ l,1 ,o 16 $ LIDO.OD 8 $ J.c ""l'J t/0 24 $ J, '1KiJ.ao 8 $ /J OlkJ,OtJ 2 $ t.o,M.o., 2 $ )u. Cl()iJ ~ 3,761 $ f6 sP) OrJ TOTALBIDAMOUNT s sto, 9'-17. 7s i 11 -3 ' .l 11 ' 253 NOTES 1 Should a discrepancy occur between the bid ,tern "Unit Price" and the "Total Amount " for the corresponding approximate quantity, the unit price shall govern . 2. I, the undersigned bidder, hereby acknowledge receipt of the following addenda: ADDENDUM NO ADDENDUM NO . ___ _ ADDENDUM NO . ADDENDUM NO. ADDENDUM NO . ..._ ADDENDUM NO ,___ __ The Bidder further proposes and agrees hereby to commence wor~ with an adequate force, plant and equipment at the t ime stated in the notice to the Contractor from the Engineer to Proceed, and fully complete performance within one hundred (100) consecutive calendar days from and after the date stated in said notice. The undersigned further agrees that, in case of failure on his part to execute the said Contract and the bond within ten (10) consecutive calendar days after written notice being given of the award of the contract, the check or bid bond in the amount of five percent (5%) of this bid accompanying this bid not to exceed $10.000 and the monies payable thereon, shall be paid into the funds of the City of Fairhope, Alabama, as liquidated damages for such failure Otherwise , the check or bid bond accompanying this proposal shall be returned to the undersigned Each bid must give the full business address of the bidder and must be signed by him with his usual signature Bids by partnerships must furnish the full names of all partners and must be signed with the partnership name by one of the members of the partnership, or by an authorized representative, followed by the signature and designation of the person signing . Bids by Corporations must be signed with the legal name of the corporation followed by the name of the State of Incorporation and by the signature and designation of the President , secretary, or other person authorized to bind it in the matter The name of each person shall also be typed or printed below the signature . A bid by a person who affo<es to this signature the word "president ", "secretary", "agent'' or other designation without disclosing his principal, may be held to be the bid of the individual signing When requested by the City of Fairhope, Baldwin County Alabama, satisfactory evidence of the authority of the officer signing in behalf of the corporation shall be furnished . The undersigned agrees to furnish the goods/services as requested by you for the City of Fairhope, Baldwin County, Alabama in your Invitation to Bid, and cert1f1es that they will meet or exceed the specifications called for The undersigned has read all information pertaining to this bid and has resolved al questions. It is also understood and agreed that all prices quoted are F.O.B as described in the bid documents and specifications . The undersigned also affirms he/she has not been in any agreement or collusion among bidders or prospective bidders in restraint of freedom of competition, by agreement to bid at a fixed price or to refrain from bidding or otherwise Attached is a certified check on the __ _ Bank of _-'--=-_ ~-~--or a bid bond for the sum of [I.N)-tf -o: ... , f(p':4>~ F,,""' "i[.,..,.LJ ~-J:1'{_'"' do/1,..,1 CAnd. t 4c--/\ios. &-«o--k Dollars ($l9,4'-17Jf ), made payable to&,e City of Fairhope, Alabama I II 4 254 WITNESS our hands this JK day of /IJ....,...,J v ? 2023 . ~-J.4--=-~ -~2--"-m~~Jj~=--~--------_(Corporation) ·-;._ ,_, ' '! ~ :~ ,, 1 • . L ' I (SIGNATURE of Individual Bidder) ••••.. • -: I < \ Cor;ate Name () ' 3ll/1 0 t3 1 ... " s ~':r: JL. ,1..~r Business Mailing Address ~{ Phone rr1i-J ._,, ~v ; A~c1A .. I J lJ YJ City, State, Z~ ~ode 7 Alabama General Contractor License No Jg 77lf (Attach Copy) Alabama Foreign Corporation Entity ID .b{)6-/J:7 (Out of State Contractors) Alabama General Contractor license Major Categories : Alabama G~neral Contractor Specialties : 1 Di.-e,c,bi,-wl fli r1i , 6'0 c.\-"-7 NOTARY FOR STATE OF -1 't..."1--l,.:5 COUNTY OF (. v A~ r I 7 I the undxrsigned a,uthority in and for the said State and County,J,e~eby ce~ify th~ 'J ft V a.._ Wl._,)<, -,--~~----__ as J h,-c. l/,\.i' 6 K~ t-+:f Name of Bid Signer Title ot ~£1,l~.i'i (r..cic.;1.✓ 5 er v.l 1.~ I LL C ~ "---1,......,0'-'-""CL(l--./-(//l!----'=->"'---''-=.::.&..41--=::..='--"-<--------------- whose name is signed to the foregoing document and who is known to me, acknowledged before me on this day, that, being informed of the contents of the document they executed the same voluntarily on the day the same bears date G;ven unde, my hand aod Notacy Seal on th;,, the ,-'1\>. day of l0c Utml:?,~ _, 20 113 . (~~ l:<.P&-¾ Ufl 1 ( t )J l~C~ j;f- SEAL Notary Public l/ r:a-::--:~~"':----...~My Commission Expires O{ 1 o'-1 1 J.,c),7 ~*'· ;helt e ; Dawn Scett (.(\* . , .. ,v ltl"l'm1s11i)r, Ekp,re ~ hole,,; l~~~~:39 171 • 11-5 255 PROPOSED SUBCONTRACTING PLAN SUBCONTRACTORS The Bidder further proposes that the followi ng subcontracting firms or businesses may be awarded subcontracts for the following portions of the Wod in the event that the Bidder rs awarded the Contract : l. l -1 ~l;'1..,t1.d kc1r. (J..,..J J~nol / {I)., Le;. Name I n I I L/tto /d-., I l 1½:1I l ~ fJi Jil< I AL > b / 91 Street City 2 Name Street City 3. Name Street City 4 Name Street City 5. ---~~--- Name ---------=---'---------'-------- Street City 11 -6 256 Bil> BOHC l<NOW Al I MfN t<YlHESf PRESENTS lHA l "',--,-='--== l...9!1i>. J m:rg"\ Sl'n ices , LL< (Name Clf Contracto,) ~~4 l_Q_ Blue Star I liF,hwa>. ~1id,1 ~ I I. 32343 (Address) nd _=-=='-~~-'-----'L~1~be~n~\'--M~u~tu-'a_l_l_ns_u_r_a_nc_e_'C_._o_n1~p-a_n)._ _____ _ (Name of Surety) __ ,E rrinnpal nl --'---"-.,-'-'-..;,.,--~-1_7'-5_B_e_r_k_el_e,_) _S_tr_e_e,_t._B_o_s_to_n_,_M_A_0_2_1_1_6 ________ _,,,~ ...... ___ . asSurety, (Address} are held and firmly boun r1 unto the City of Fairhope , Alabama , as Obligee in t h full and ju!>I sum o l I 1, c l'erc e;H 0 1 Am ount IJJd \5 ",) --"----' _____ _ lawful money of the United States , for the payment of which sum well and truly to be made , we bind ourselves , our heirs , executor __ administrators, successors and assigm Jointly and severally firmlv by thest- presents WHERE A~ t he said Principa l i~ herewiH, submitting It~ Proposal for US 31 WIDENING GAS MAIN RELOCATION CONTRACT NO . PS23-014/BID NO. 24-00!> (Volkert Projec1 No 648012 ) 1 he condit ior , o f this obligatio n •~ such that , if tne aforesaid f'rinr,pal shall Ile awarded the Contra(l, t he said Princ ipal will, within the t irne required , enter into a formal Cont, ilct and give a good and sufftcrent bond t o ~ecure the performance of the terms and r.ondrtion~ of the Contract the,, thi s obhgat1or tc, be void c t herv,11 sf;, the Prrnc 1pal and the Surety will pay unto the Oul,gee the full amount oft he propo sal guarantee five percent (5 %) of the bia amount not to exceed $10,000, as liqurdate o damages for sud. default !I j 257 )I ,Nf D, SLM l D AN ll IJF I 1\/E RU> WllNESS AS TO PRIN CIPAi 1111 ~ I leather K GocJtc l. .Attorne,-m-1 act BIDS Wll l NC l 6£ lON~IDf IH D UNLESS BID BON D IS SIGNED BY I RINClfAI AND SURl h , (J f< IN I IH J lHfR [ Of A (fRllrlED CHECt , M US7 ACCOMPAII' lllE PROPOSAL ~ovcmbe , 9. 2023 ---'------,-- (D A TE ) (NAME or CO NlR ACT IN G f lR l.'1) • . ~, (rt: ___ D~ ~ (I ego/ .Signature) PRIN l [[) NAM[ f) !1 & 1 ITL F :__ K • t!!b l:J h:_tfj . .,...,.-,---=-:=---,--,,;::=- 5 c ""I •'0 , lhu fro :.{t-t I ,bc rt \ \1utual i1mira11,c ~:11111r~m, (NAME or SUR ET Y) I' 258 Surety Acknowledgment State of ___ M~in=n~e~s~o~ta~-------~ } ss . County of __ ~H=e=n=n-=-e""pi=n~-------~l On this 9th da y of November, 2023, before me personally came Heather R. Goedtel , to me known , who being by me dul y sworn , did depose and say that she is the Attorney-in-Fact of Libeny Mutual Insurance Companv described in and which executed the above instrument ; that she/he knows the seal of said corporation ; that the seal affixed to said instruments is such corporate seal , that it wa s so affixed by order of the Board of Directors of said corporation , and that she/he s igned her/she/his name to it by like order. 259 ~LibertJ:: ~ Mutual. SURETY This Power of Attorney limits the acts of those named herein, and they have no authority to bind the Company except in the manner and to the extent herein stated . Liberty Mutual Insurance Company The Oh io Casualty Insurance Company West American Insurance Company POWER OF ATTORNEY Ce rtificat e No: 8209635-190003 KNOWN ALL PERSONS BY THESE PRESENTS : Thal The Ohio Casualty Insurance Company is a corporation du ly organ ized under the laws of the State of New Hampshire . that Liberty Mutual Insurance Company is a corporation du ly organized under the laws of the Stale of Massachusetts , and Wes! American Insurance Company is a corporation duly organized under the laws of the State of Indiana (herein collect ively called !he "Companies'), pursuant lo and by authority herein set forth , does hereby name, const~ule and appoinl Blake S. Bohlig ; Br ia n D. Carpen te r; Craig Olm stead ; Erik T. Gunkel ; Haley Pflug , Heather R. Goed tel , Jessica Hecker , Kelly Nicole Enghauscr , Laurie Pflug; Mic helle Halte r; Michelle Ward ; Nicole Langer all of the city of Bloom in~on sta le of MN each ind ividually if there be more than one named , its true and lawful attorney-in-fact to make , execute, sea l, acknowledge and deliver , for and on its beha lf as su rety and as its act and deed , any and all underta ki ngs , bonds, recognizances and other surety obligations, in pursuan ce of these presents and sha ll be as binding upon the Companies as if they have been duly signed by the president and attested by the secretary of !he Compan ies in their ow n proper persons . IN WITNESS WHEREOF, this Power of Attorney has been subscribed by an authorized officer or officia l of the Companies and the corporate sea ls of the Com pa nies have been affixed thereto this ---1.Q!!!._ day of March , ~ Liberty Mutua l Insurance Company The Ohio Casualty Insurance Company ~ w;z;;L"""' * ~ ~ By: '/ :~~ . ~ .___ ·_.-David M. Carey , Assistant Secretary o-~ -t= ro State of PENNSYLVAN IA .!: :5 ~ 5, County of MONTGOMER Y ss _§ E u ~ On this 20 th day of Marc h , 2023 before me personalty appeared David M. Carey, who acknowledged himself to be the Assistant Secretary of liberty Mutua l Insurance 1§ a, ::= ro Company, The Oh io Casualty Company, and Wes! American Insurance Company, and that he , as such , being alJ!ho rized so to do , execute the foreg oin g instrumen t 101 the purposes 'E ,g 2 _:: therein contained by sign ing on behalf of the corporations by himself as a duly authorized officer. ~ -ro ~ ..!!;!_ -5 IN WITNESS WHEREOF , I have hereunto subscribed my name and affixed my notaria l seal at Plymouth Meeting , Pennsylvania , on the day and year firs t above written. ~ c:·;;; • -..... a..0 111 Ql ,r~► PAs,-' ----------~ --:I: .Q '-/~'<,;,~/:,NW€......_~( 1 Commonwealth of Pennsyt,a nia • Nolary Seal >- Q) 0 'IJJ l o~ 1<}._< 1 Tan,saPasle!l.1 .NotaryPublic ,I--.. d a,·- -(I) ',._ •c, "'\" MontgomeryCounly t//, > _ , 1/ -r i J E E o_ • OF ,· Mycommisson upi,01Mlrch26.2025 By : ~ ~ 0 Q) C: ffl ,..,_ -/ Commiss.:>nnt.mber1126044 -c,'----::-.....,...-,:--c-:--:---:--:--::-------------=, Q)-= ~8+,,.__-~,~f'· Teresa Paste ll a, Notary Public ct: o--:.-.:an,.,r~ Member , PelYl6ylvlni1 Aisociation ol Notanes Ol~ -4Ry '-'"/ 0~ ro ~ ------.N .gi 2 This Power of Attorney is made and executed pursuant to and by authority or the folow ing By-laws and Authorizations of The Ohio Casualty Ins urance Company, Libetty Mutual ~ Di> ~ -~ Insu ranc e Company, and West American Insurance Company which resolutions are now in full force and effect reading as follows : (f_ ~ ._ j!! ARTICLE IV-OFFICERS : Seciion 12. Powe r of Attorney . 0 °i' .Q ~ Any officer or other official of the Corporatioo authori zed for that purpose in writing by the Cha innan or the Presiden~ and subject to such l1 mitafon as the Cha innan or !he u ~ :!2 i'j-Pres ident may prescribe, shall appoint such attorneys-in-fact, as may be necessary to act in behalf of the Corporation to make, execute , seal, acknowledge and del iver as surety ~ ~ ~ ~ any and all undertakings, bonds, recognizances and other surety obligatioos . Such attorneys -in -fact , subject to the limitatioos set forth in !heir respective poweis of attorney , shall -c ~ 0 t: have fu ll power to bind the Corporation by their signature and execution of any such instruments and to attach thereto the seal of the Corporation . When so executed , such g a, z ~ instruments shall be as binding as if signed by the President and attes1ed to by the Secretary . Any power or authority granted to any representative or attorney ~n-fact under !he ~ ~ provisions of this artide may be revoked at any time by the Board , the Cha innan , the President or by the officer or officers granting such power or authority . ~ ~ ARTICLE XIII -Execution of Contracts : Section 5. Surety Bonds and Undertakings . Any officer of the Company authorized fo r that purpose in writing by the chairman or the presiden~ and subject to such limitations as the chairman a-the pres ident may prescribe , sha ll appoint such attorneys -in-fact , as may be necessary to act in behalf of the Company to make, execu te, seal , acknowledge and deliver as surety any and all undertakings , bonds , recogniz ances and other surety obligations . Such attorneys -in -fact subject to the lim itations set forth in their respective powers of attorney, sha ll have fuU power to bind the Company by their signature and execution of any such ins truments and to attach thereto the sea l of the Company. When so executed such instruments shall be as bind ing as if signed by the president and attested by the secretary . Certificate of Designation -The President of the Company, acting pursuant lo the Bylaws of the Company, authorizes David M. Carey , Assistant Secretary to appoint such attomeys -in- fac t as may be necessary to act on behalf of the Company to make, execute , seal . acknow ledge and de liver as surety any and all underta ki ngs, bonds , recognizances and other surety obligations . Authorization -By unanimous coosent of the Company's Board of Directors , the Company consents that facs imile or mechan ically reproduced signature of any assistant secretary of the Company , whe rever appearing upon a certified copy of any power of attorney issued by the Company in connection with surety bonds , shafl be valid and bind ing upon !he Compa ny with the same fo rce and effect as !hough manually affixed . I, Renee C. Llewellyn, the undersigned , Assistant Secretary, The Ohio Casualty Insurance Company, Liberty Mutual In su rance Company, and West Ame rican Insurance Company do hefeby certify Ih a! the original power of attorney of which the foregoing is a full , true and correct copy of the Powef of Attorney executed by sa id Companies , is in full force and effect and has not been revoked . IN TESTIMONY WHEREOF , I have hereunto set my hand and affixed the seals of said Compa nies thlS 9th day of November , 2023 LMS-12873 LMIC OCIC WAIC Multo Co 02121 260 ~~•..,; ., f fl' , i .J:,~ ,) - ~✓-~. • 0.-.. ~ <·· r '7tt-__ 1 ¥ 'I BID LlMlT: U AMOUNT: UNLIMITED STATE OF ALABAMA .. ~ - ., ~--.. ·"'• i ~~~ ',\~ :@·_~ l ~~ ;: • ~ ~:-... . ►"''-·' ~~,-:t.~~r-~~- THIS IS TO CERTlFY THAT EQUIX ENERGY SERVICES LLC MIDWAY, FL 32343 LICENSE NO.: TYPE : 38774 RENEWAL is hereby licensed a General Contractor in the State of Alabama and is authorized to perform the following type(s) of work: MU-S: DIRECTIONAL BORING, MU-S: GAS AND OIL PROJECTS, MU-S: PIPELINES until September 30, 2024 when this Certificate expires. Witness our hands and seal of the Board. dated M,mtgomery. Ala., da~-cf 10th September, 2023 . SECRETARY-TREASl JRER 199149 ~--.,., "·t:1 .. ,. _.,~~_-rs•,-.... -~. ~ ,_,. ~ ~. &-3. ' /~~·-0- > f~,~,..:~~-· ® ,v, "-• ,<0 -• -.• ~1.-·-'• .--:-~~- "-·t :,.~c --~~ '-'"'i.~ ?r., ~,~-~c) ... ~... ·~ 261 FROM : CITY OF FAIRHOPE AGENDA MEMORANDUM I Kim Creech , CITY TREASURER SUBJECT: The City Treasurer , Kim Creech , is requesting approval for the procurement of a three (3) year maintenance contract for lnsightsoftware Spreadsheet Server Software . AGENDA November 13 , 2023 DATE: RECOMMENDED ACTION: Approve this procurement of lnsightsoftware Spreadsheet Server Software 3-Year Maintenance Contract for $21 ,075 .35. BACKGROUND INFORMATION : The lns ightsoftware Spreadsheet Server Software is software that is already in use. By agreeing to a three (3) year contract term , there is a savings on the year-to-year price increase . The cost for the three (3) year term is as follows : Year1 $6 ,367 .18 Year 2 $7,003 .89 Year 3 $7 ,704 .28 Total (3 Years) $21,075 .35 A 3-year agreement will result in an overall savings for the software in lieu of procuring it on an annual basis. Also , the cost is based on the current number of users and the level associated with their license . We need the flexibility to add and/or change licenses based on work assignment within the Treasury Department. Additional annual maintenance license costs are as follows : Platinum -$1 ,821.38 ; Gold -$1 ,214 .18 ; Lim ited -$667 .70 BUDGET IMPACT/FUNDING SOURCE: Account No . Account Title Current Budget Cost Available Budget 001100 -Computer $5 ,800 .00 $6 ,67 .18 $567 .18 50300 Expense 3-Year agreement estimated $21 ,075 .35 . FY2025 and FY2026 will be budgeted . GRANT: NIA I 262 LEGAL IMPACT: NIA FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: 12/01/2023 lndividual(s) responsible for follow up: Treasurer Action required (list contact persons/addresses if documents are to be mailed or emailed): Mayor will sign agreement. 263 RESOLUTION NO. --- BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City of Fairhope has voted to purchase Insightsoftware Spreadsheet Server (Report Writer Software) 3-year Maintenance Contract from Global Software, LLC d/b /a Insight Software for the Treasury for a total amount of $21 ,075.35 ($6,367.18 Year 1) pursuant to Code of Alabama 1975 , Section 41-16-51 (a)( 11 ); and authorizes the Mayor to execute the contract. Adopted on thi s 13th day of November, 2023 Attest : Lisa A. Hanks , MMC City Clerk Jay Robinson , Council President 264 off Alfi{/. ..<) u t'.l't A ::1 l,1 ~A. ~b 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 161 North Section St . PO Drawer 429 Fairhope , AL 36533 251-928 -2136 (p) 251 -928 -6776 (f) www.fairhopeal.gov MEMO To : Suzanne Doughty, Senior Accountant Kimberly Creech, Treasurer From : Date : Re : Erin Wolfe, Purchasing Manager November 2 , 2023 Green Sheet and City Council Approval for the Procurement of lnsightsoftware Spreadsheet Server Software 3-Year Maintenance Contract The City Treasurer, Kim Creech , is request ing approval for the procurement of a three (3) year maintenance contract for lnsightsoftware Spreadsheet Server Software . The lnsightsoftware Spreadsheet Server Software is software that is already in use . By agreeing to a three (3) year contract term , there is a savings on the year-to-year price increase. The cost for the three (3) year term is as follows : Year 1 $6 ,367 .18 Year 2 $7 ,003 .89 Year 3 $7 ,704 .28 Total (3 Years) $21 ,075 .35 Please compose a Green Sheet and place on the next available City Council Agenda this request to approve this procurement of Procurement of lnsightsoftware Spreadsheet Server Software 3-Year Maintenance Contract for $21,075.35. CC file , Kim Creech , Clint Steadham 265 N:}V 3 '23 At-i 11:35 City of Fairhope Project Funding Request COF Project No. ~ Issuing Date · ___ 1c..1cc/2=/-=2"'02"'3'---Please return this Routing Sheet to Treasurer by . ---'A-'-S=-A=P __ _ Project Name: Aoorove the Procurement of Insight.software Spreadsheet Server Software 13-Year Maintenance Contract) Rehabilitation (Phase II -Design Documentation) Project Location: _T_r_ea_s_u-'1rv.,_ __________________________ _ Resolution # : Presented to City Council : ---'-11-'/-'1-"3"'/2'--0-"2-"3 __ Approved _____ _ Fund ing Request Sponsor: _K-'i-'m~C"'"re~e~c'"'h-"-T'"'r"'e"'a"'s-"u"-re"r'------------------------Changed _____ _ Rejected ______ _ Project Cash Requirement Requested : Cost: ~$ ____ 6~3_6_7_.1_8_ You 1 Cost of J-year Contract (Total of J-Year Contract• S21,075 .J5) $ Vendor: Global Software dlb/a lnslghtsoftware (Vendor #6426) Project Engineer:-'-n""/a=------------------------------------------ Order Date : ____ n""/"'a'----Lead Time : ___ nl_a ________ _ Department Funding This Project General E Gas C Electric Q WateC Wastewater C San itation 0 Department of General Fund Providing the Funding Adm ,n-10 Fleet-46 l Bldg -13 C [. Golf-SO [. Police -15 C Fire -20 C ECD-24 C Rec-25 C Golf Grounds -55 D Museu m-27 C NonDeptFac-75 D Debt Service-BS C Project will be Funding Source : Expensed XXX E Operating Expenses Capitalized C Budgeted Capital Inventoried C Unlunded Expense Code : 001100-50300 Line 150 G/L Acct Name : General Government -Computer Expense Project Budgeted : $ 5,800.00 (Year 1 Cost• FY24) Balance Sheet Item-~ Included in projected - cash flow Bond : Over (Under) budget amount:_ $ 567.16 Loan : Approve the procurement of lnalghlsoftware Spreadsheet Server software thrte•ynr contract for the 101~1 •mount of 121 ,075.35 . Yeu 1 Cost~ $6,367.18. Year 2 Cost• $7,003.89. Year 3 Co,t • $7,70..28 . The signing of• 3-year agreement will result in ~n overall savings for the software in lteu of procuring on an annual basis . Also , the cost is based on the current numbu of uurs and the level assocl.ated with their licenee. We need the flexibility to add and/or change licens ■s baud on work assignments within the Treasury Department. Additional annual license costs are as follows : Capital Lease : Platinum= S1,S21.J8. Golds $1,214.18 and Limited= 5667 .70 City Council Prior Approval/Date? ______________________ _ Senior Accountant City Treasurer Purchasing Memo Date : ___ 1~1_/1~/~20_2=3~-Purchasing Memo Date : ---'-1-"1/'-'1'-'12,_,0"'2"'3'---- Cap Project C Civic-26 C Marina -34 C XXX Impact C Gas Tax C Landsc-36C Street-35 C Meter-19 C: Plan/Zone -12 C Adult Rec-30 fJ E C C Federal -not to exceed amount State City Local Title Title Payment Mayor Delivered To Date: --'-1-"1/_.,2"'/2,.,0:,:2"'3 __ Fed Grant '--- Year Year Term IT-16 C HR-1 7C 266 Order Information Order Number Offer Valid Through Order Currency Customer Information End Customer Account Customer (Bill To Account) Billing Contact Address Email Phone Q-674964 November 24 , 2023 USO City of Fairhope City of Fairhope Kim Creech 161 North Section St Fairhope , AL 36532 United States kim .creech@fairhopeal.gov 2519290346 Term: December 18, 2023 to December 17, 2026 Year 1: December 18, 2023 -December 17, 2024 Product or Service Name Maintenance -Spreadsheet Se rv er GLO-MNT-SSS-AIMS Payment Terms Net 30 Billing Schedule Annual Account Executive Wendell Dotillos Qty Subtotal: Year 1 Fees: Year 2 Fees: Year 3 Fees: Order Form Total -Fees : Order Form Net Total Price $6 ,367 .18 $6,367 .18 $6,367 .18 $7,003.89 $7,704 .28 $21,075.35 267 Product Special Terms and Conditions In the event of a conflict between these Product Special Terms and Conditions and the terms contained in a prior order form , addendum or other document mutually signed by the parties , these Product Special Terms and Conditions control. The annual support fee increase during the initial term of this Order Form shall not exceed 10% over the prior year's annual support fee for the same number of users and funct ionality . In it ial Term : Dec-18-2023 to Dec-17-2024 $6,367.18 Dec-18-2024 to Dec-17-2025 $7,003 .89 Dec-18-2025 to Dec-17-2026 $7,704 .28 Invoice, PO and Tax Information -Customer to Complete: Email for Invoice Delivery: Purchase Order Information. Is a Purchase Order required for the purchase or payment of the items on this Order Form? If yes, please enter PO # Tax Status . Is Customer exempt from the payment of any taxes? If yes . Customer shall provide insightsoflware with a valid tax exemption certificate authorized by the appropriate taxing authority . Please provide your VAT /GST Number including the two digit country code if app li cable {i.e . BE0123456789). If not applicable , please enter "O" Customer hereby orders from insightsoftware the Software License(s) and/or Services described in this Order Form . This Order Form is effective as of the date of the last party to sign below and is issued under and incorporates the Terms & Conditions in effect betwe en the parties . 'Terms & Conditions ' shall mean the terms and conditions, master software and services agreement or other similar agreement governing the purchase of Software Licenses and/or Services signed by and between Customer and insightsoftware {or a company acquired by insightsoftware), as the same may be/have been amended by the part ies from time to t ime . If no such agreement has been separately executed by the parties , the insightsoftware Master Ag reeme nt set forth at !.l\.!p s :/ileqal.in sigl1tsoftware .co m!contracts/mast er-terms-eng-us -v040323 .pdf , as the same may be/have been modified or amended by the parties , shall become the Terms & Conditions governing th is Order Form . The Terms of Service located at l:!!.ws.!tins1ght software .com /legal/contracts/terms -of-service/, which are incorporated herein, contain {i) the Support Services terms applicable to the Software provided by insigh tsoftware and {ii) descriptions of certain Professional Services offerings and Module Licenses . In the event of a conflict between this Order Form and the Terms and Conditions, the Order Form terms shall control. The Order Form is noncancelable during any Support Services Term or License Term . insightsoftware, LLC City of Fairhope Confidential & Proprietary Page 2 of 3 268 Signature : Name : Title : Date : License Summary Product Name Gold -Spreadsheet Server Profile -Spreadsheet Server Platinum • Spreadsheet Server Signature : Name : Title: Date : Product Code GLO -LIC -SSS-Gold GLO -LIC -SSS-Profile GLO -LIC -SSS -Platinum Confidential & Proprietary Page 3 of 3 Qty 2 2 269 Name: Kim Creech CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Date: 11/01/2023 Department: _T_re_a_s_u_r_e_r ___________________ _ Expenditure Threshold 0 Distinctions Quotes Required Approval Green Sheet Under $5,000 No restrictions Not Required N/A N/A Utilities $5 ,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A Greater than : Operational NON-Budgeted Three Council Reguired Gen Govt -$5,001 Utilities -$10,001 Gen Govt -$5,001-$30,000 Operational Budgeted Three Treasurer N/A Utilities -$10,001 -$30 ,000 Over $30,000 Operational Budget* State Bid List or Treasurer/Mayor N/A Buying Group Over $30,000/$100,000 Operational Budgeted Bids Council Reguired Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Reguired Resolution N/A N/A Reguired N/A N/A Reguired Reguired 'Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer's approval if they are an the State Bid list or from an approved buying group . Items that are aver budget must go to Council far 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. Vendor Name 1. lnsightsoftware 2. !. !:: __ ;, ,.J; Lop he1 e to e,1tcr te;~L QUOTES Vendor Quote $ 21,075.35 3-year contract $ 3. ~=1i:::k or t ap her e t o en t e 1 text. $ _____________ _ Check any applicable boxes: D State Contract D ALDOT □ Purchasing Group ~ Sole Source (Attach Sole Source Justification) ITEM OR SERVICE INFORMATION 1. What item or service do you need to purchase? Software Maintenance for Spreadsheet Server 2. What is the total cost of the item or service? 3 year maintenance $21,075 .35 3. How many do you need? Ciic k o , Iap he •? i o e n1er if•xt. 4 . Item or Service Is: D New □ Used D Replacement ~ Annual Request 5 . Vendor Name (Lowest Quote): Global Software LLC, OBA: lnsightsoftware 6 . Vendor Number: 6426 If you do not have a Vendor Number, please go to the City of Fairhope page: www.Fairho peAL.gov, Departments, Purchasing, Vendor Registration, and complete the required information . BUDGET INFORMATION 1. Is it budgeted? t8:l Yes D No D Emergency Request 2. If budgeted, what is the budgeted amount? $5,800.00 for FY2024 3 . Budget code: 001100-50300 r1(\e, \ ?D Email completed form with quotes and other supporting documentation to Erin . Wolfe@FairhopeAL.gov and Rhonda.Cunninqham@FairhopeAL.gov. PUR -004 -08 2522 270 FROM: CITY OF FAIRHOPE AGENDA MEMORANDUM I Erin Wolfe SUBJECT: Intergovernmental Agreement with the South Alabama Purchasing Association AGENDA November 13, 2023 DATE: RECOMMENDED ACTION: City Council hereby authorizes Mayor Sullivan to execute the Intergovernmental Agreement Establishing the South Alabama Purchasing Association and to participate in its membership BACKGROUND INFORMATION: SAPA is hosted by the South Alabama Regional Planning Commission (SARPC). SAPA members include municipalities, counties, educational, and utilities in Baldwin, Escambia , and Mobile Counties . City of Fairhope participates in SAPA and utilizes the negotiated contracts that SAPA provides. These contracts allow for greater volume cost savings for its members. 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: lndividual(s) responsible for follow up: I 271 Action required (list contact persons/addresses if documents are to be mailed or emailed): 272 RESOLUTION NO. --- INTER GOVERNMENT AL AGREEMENT ESTABLISHING THE SOUTH ALABAMA PURCHASING ASSOCIATION This Intergovernmental Agreement ("Agreement") is entered into by and between the public bodies governed by the General Provisions of the pub lic contract law of the State of Alabama (Code of Alabama §41-16-50) located within the southern region of Alabama , and educational facilities under (Code of Alabama § 16-l 3B-1) southern region being defined as th e counties of Escambia, Baldwin, and Mobile , within each of these counties , or adjoining counties , of Alabama , or other entities that choose to be governed by the provisions of the South Alabama Purchasing Association intergo vernmental agreement and by-laws as hereinafter set forth . WHEREAS, the parties hereto do hereby create, as a voluntary association , the South Alabama Purchasing Association , hereinafter referred to as "the Association ", for the purpose of coordinating Association joint purchases for the mutual economic advantage of its members . The Association shall consist of each entity participating in this Agreement. Said Association shall be free to adopt such rules for organization as it may deem suitab le for the conduct of its business ; and WHEREAS , the parties to this agreement wi ll identify by way of their membership on the Advisory Board those items and classes of items for which joint purchase may be advantageous for the period commencing with the execution of this Agreement and continuing until terminated ; and WHEREAS, the City of Fairhope desires to help establish the Association and to participate in its membership ; and WHEREAS , the City of Fairhope agrees to the premises , and the mutual covenant s and agreements stipulated herein. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sullivan to execute the Intergovernmental Agreement E stablishing the South Alabama Purchasing As sociation and to participate in its membership . Attest: Lisa A. Hanks , MMC City Clerk Adopted on this 13th day of November , 2023 Jay Robinson , Council President 273 ~ ~~ ~l.dBA~b 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 Treasure r 161 North Section St . PO Drawer 429 Fairhope , AL 36533 251 -928-2136 (p) 251 -928-6776 (f) www.fairhopeal.gov MEMO To : From : Date: Re: Lisa Hanks, City Clerk Kimberly Creech, Treasurer Erin Wolfe , Purchasing Manager November 1, 2023 City Council Approval to Execute Updated Intergovernmental Agreement with the South Alabama Purchasing Association (SAPA) The Purchasing Manager, Erin Wolfe , requests approval to authorize the Mayor to execute the attached updated Inte rgovernmental Agreement with the South Alabama Purchas ing Association (SAPA). SAPA is hosted by the South Alabama Regional Planning Commission (SARPC). SAPA members include municipalities , counties , educational , and utilities in Baldwin , Escambia , and Mobile Counties . City of Fairhope participates in SAPA and utilizes the negotiated contracts that SAPA provides . These contracts allow for greater volume cost savings for its members . Please place this request to authorize the Mayor to execute the updated intergovernmental agreement with the South Alabama Purchasing Association (SAPA). CC file , Erin Wolfe , Kim Creech 274 INTER GOVERNMENT AL AGREEMENT ESTABLISHING THE SOUTH ALABAMA PURCHASING ASSOCIATION This Agreement made this day ___________ , between the public bodies governed by the General Provisions of the public contracts law of the State of Alabama (Code of Alabama §41-16- 50) located within the southern region of Alabama, and educational facilities under (Code of Alabama § l 6-13B-1) southern region being defined as the counties of Escambia, Baldwin and Mobile counties, within each of these counties , or adjoining counties, of Alabama, or other entities that choose to be governed by the provisions of the SOUTH ALABAMA PURCHASING ASSOCIATION intergovernmental agreement and by-laws as hereinafter set forth. WITNESSETH: In consideration of the premises and the mutual covenants and agreements stipulated herein , and pursuant to the authority granted by the State of Alabama under the General Provisions of the public contracts law of the State of Alabama (Code of A labama §4 I -16-50 and § 16-13B-1 ), the parties hereto do hereby agree as follows : SECTION 1 The parties hereto do hereby create, as a voluntary association, the SOUTH ALABAMA PURCHASING ASSOCIATION , hereinafter referred to as "the Association ", for the purpose of coordinating Association joint purchases for the mutual economic advantage of its members . The Association shall consist of each entity participating in this Agreement. Said Association shall be free to adopt such rules for organization and procedure as it may deem suitable for the conduct of its business . SECTION2 There is hereby established an Executive Board comprised of the Chief executive or their designate of each participating entity , with one vote being allocated to each participant on all matters. The Executive Board shall promulgate rules, regulations, and/or bylaws in accordance with the laws of the State of Alabama , for the operation and maintenance of the Association , including but not limited to the employment of a coordinator and the determination of the assessment or method of determination of the assessment for membership . Annually , the Executive Board shall elect by majority vote of those present, a chairperson . The chairperson shall have signature authority for the Association in the matter of employing the coordinator. The coordinator is designated as the purchasing agent for the members of the Association, this agreement and the by-laws of the Association . 275 L SECTION 3 There is hereby established an Advisory board comprised of a representative of each participating entity with one vote being allocated to each participant in all matters. The Advisory Board shall work with the coordinator to determine commodities and services to be bid and to recommend operational changes to the Executive Board . Each participating entity shall determine the manner of selecting its representative ; however, it is recognized that personnel with responsibilities associated with the purchasing process are more ideally suited as representatives . SECTION 4 The parties to this Agreement will identify by way of their membership on said Advisory Board those items and classes of items for which joint purchase may be advantageous for the period commencmg with the execution of this Agreement and continuing until terminated, as hereinafter provided . SECTION 5 The specifications for items to be purchased will be prepared by the Coordinator of the Association for use by all members of the Association. Where feasible, the Coordinator shall seek input from the other participants to insure that said specifications meet the broadest range of needs . Each participating government shall identify the items to be jointly purchased and indicate therein the quantities, or range of quantity desired, the location for delivery and other requirements , to permit the preparation and filling of plans and specifications as provided by law . In all cases where appropriate , the Association shall seek to use standard specifications such as those used by the State of Alabama, the National Institute of Governmental Purchasing, the American Society of Testing and Materials , and other appropriate standards not cited herein . SECTION 6 One-member agency, hereinafter referred to as the host agency , shall act as the lead agency for the Association and will assume the responsibility for housing the coordinator and the operations of the Association. The coordinator and the host agency have the authority to expend the funds of the Association for operations . The coordinator with assistance from the host agency will be responsible for coordinating and advertising for bids on behalf of the other members of the Association participating on a particular bid . As such, the host agency and the coordinator shall be designated to receive , open and tabulate the bids, and make the award for the bid on the behalf of the other participating governments at the time and in the manner provided by law with at least two members of the advisory board present. Revised 10-17-23 276 SECTION7 Responses to all bids will be received by the Coordinator and host agency . Not later than fifteen (15) days following the receipt of bids , the Coordinator will submit to all participating members a complete tabulation of all bids received and a recommendation as to the lowest responsible bidder. If the Coordinator determines that the lowest bidder is not responsible and accordingly certifies that some other bidder has the lowest responsible bid, it will include an explanation and report on items coordinated through and in accordance with any recommendation by the Coordinator. SECTION 8 Contracts of purchase will be awarded to the lowest responsible bidder as recommended by the Coordinator, except as provided for herein . Each party to this Agreement shall prepare separate and individual contracts and requisitions when providing for procurement of items coordinated through and in accordance with any recommendation by the Coordinator . SECTION9 Each individual member may reserve the right to disregard the recommendation of the host agency and the Coordinator as to the lowest responsible bid in favor of applying its existing residence privilege pursuant to the public contract law of the State of Alabama (Code of Alabama §41-16-50 and § 16-13B-l ). In that event, each member jurisdiction may reserve the right to utilize specifications and bids prepared through the Association and to award contracts of purchase, individually and on its own behalf; provided, however, that invitations for such individual bids are not advertised , nor are awarded within sixty (60) days of the period in which the Association is soliciting and awarding bids for the same products and/or services , except in cases of emergency or extreme hardship pursuant to the public contract law of the State of Alabama (Code of Alabama §§41-16-53 and §16-13B-1). SECTION 10 The Association, the coordinator, and the host agency will not assume any financial or contractual obligation for any commodities , materials, and/or services for which the Association, the coordinator, and the host agency coordinates the bidding on behalf of the Association . Each participating entity assumes sole and complete responsibility for its own procurement, delivery , storage, and payment, and will not impose or accept any additional obligations on either the host agency or any other member of the Association relating to those responsibilities , either by way of this agreement or by stipulating to its prov1s10ns . Revised 10-17-23 277 SECTION 11 Any dispute arising between any of the parties hereto and a successful bidder not relating to either the validity of the award or contract of purchase or contract of service , or the rejection of any bid or bids will be settled by and the cost of that party involved in the dispute and without obligation or responsibility on the part of the host agency , the Association , or the other member jurisdictions. SECTION 12 In the interest of the success of the Cooperative, those parties stipulating to this Agreement will be required to remain as members of the Association for a period of not less than twelve ( 12) months from the date of inception or from the date of signing of this agreement and this beginning of a fiscal year (defined as October !5 1 of each calendar year). Any entity that signs this agreement during a fiscal year shall be charged a pro rata share of the annual assessment for the remainder of the fiscal year. SECTION 13 Any jurisdiction that wishes to terminate its membership in the Association may do so by indicating the same in writing to the Coordinator and the chief executive of the host agency . Members will agree to exercise this option only at the beginning of each fiscal year . Likewise, membership in the Association will be terminated automatically upon legal dissolution of any participating entity. However, under no circumstances will any exiting or dissolved jurisdiction be entitled to reimbursement of fees or other funds previously expended for the establishment , operation , or maintenance of the Association . SECTION 14 To facilitate the success of the Association, the executive board agrees to employ under contract the coordinator who is designated as the purchasing agent for the Association and will have primary responsibility for contract design and coordination of joint bids with the other members to this agreement. The coordinator shall hire and employ other personnel as needed and allowed within the budget of the Association. The total expense of the coordinator, other personnel, and operations of th~ Association will be divided among the participating members . The participating members reserve the right to assess themselves, based on a fee and/or formula to be determined on an annual basis . SECTION 15 Any participating member's use of the Association contracts can be terminated for non-payment of their annual assessment. If a member does not pay the host agency within 45 days of the billing date the coordinator shall contact the member to determine the reason for nonpayment. The member then has 45 days from the contract date to pay the due amount in full, unless otherwise agreed upon by the coordinator and the agency in question . If after 90 days from the billing date, the member has not paid in full, the name of the agency will be removed from all Association contracts and all vendors will be notified that the agency is, by law not allowed to use the Association contracts. Revised 10-17-23 278 SECTION 16 The members of Association and coordinator shall have the power, pursuant to laws of the State of Alabama (Code of Alabama §41-16-50 and § l 6-l 3B-l ), to jointly contract with consultants and other such resources as is deemed necessary to provide services authorized by law for the development and realization of the Association's objectives . SECTION 17 This Agreement will take effect upon execution by the signatories . Thereafter, other entities may elect to join th e Association by executing this Agreement in the form prescribed by the existing members of the Association, and such execution subsequent to the date herein written above will not be deemed to require re-execution of this Agreement by any party previously stipulating to its provisions. IN WITNESS WHEREOF, the parties hereto , having obtained the full consent of their governing bodies, have caused this Agreement to be executed by their duly authorized officers on the day and year written above. ATTEST: Its : ------------ ATTEST: Lisa A . Hanks, MMC City Clerk SOUTH ALABAMA PURCHASING ASSOCIATION A SARPC Affiliate BY: _________________ ____,_ lts: CHAIRMAN CITY OFF AIRHOPE BY: Sherry Sullivan Its : Mayor Revised 10-17-23 279 FROM: CITY OF FAIRHOPE AGENDA MEMORANDUM I Kim Creech , CITY TREASURER SUBJECT: Reimbursement Resolution for planning the design, construction and financing of various capital improvements to the water works plant and distribution system and the sanitary sewer system. AGENDA November 13, 2023 DATE: RECOMMENDED ACTION: To adopt a resolution which authorizes the City to reimburse itself from warrant issue proceeds for planning the design , construction and financing of various capital improvements to the water works plant and distribution system and the sanitary sewer system to be financed . BACKGROUND INFORMATION: The Reimbursement Resolution is a formality per U.S Treasury regulations, which will allow the City the option to start planning the design , construction and of various capital improvements to the water works plant and distribution system and the sanitary sewer system . The Resolution would allow the City to incur project capital costs now, and later reimburse itself out of warrant proceeds . The reimbursement resolution gives the City flexibility if it ultimately borrows and allows the City to reimburse itself (looking back 60 days prior to the date of the resolution being adopted). The reimbursement resolution does not imply a particular type of financing transaction or does not authorize financing. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $ -$ -($_) GRANT: LEGAL IMPACT: Kane Burnette , Bond Council prepared resolution FOLLOW UP IMPLEMENTATION: I 280 For time-sensitive follow up, select deadline date for follow up : lndividual(s) responsible for follow up: Treasurer Action required (list contact persons/addresses if documents are to be mailed or emailed): 281 RESOLUTION NO. ---- BE IT RESOLVED by the City Council (the "Council") of the City of Fairhope, Alabama (the "City"), as follows : Section 1. Findings . The City has ascertained and does hereby find and declare as follows : (a) The City is in the process of planning the design , construction and financing of various capital improvements to the water works plant and distribution system and the sanitary sewer system of the City (the "Water and Sewer System Improvements"); (b) The City intends to issue, in one or more series, not more than $50,000,000 aggregate principal amount of its Utility Revenue Warrants (collectively, the "Warrants"), for the purpose of paying a portion of the costs of acquiring, providing , equipping and constructing the Improvements and paying the costs of issuing the Warrants ; (c) The City expects to issue the Warrants by not later than March 3 I , 2024 ; (d) Prior to issuance of the Warrants, the City expects to incur certain costs and make certain expenditures out of the general fund of the City in connection with the Improvements; and (e) The City expects to a ll ocate to itse lf, from the proceeds of the Warrants, moneys to reimburse the City for the expenditures made prior to the date of issuance of the Warrants. Section 2. Official Intent. The City hereby declares its official intent to allocate a portion of the proceeds of the Warrants to reimburse the genera l fund of the City for expenditures incurred after the date that is no more than sixty (60) days prior to the date of the adoption of this resolution , but prior to the issuance of the Warrants, in connection with the acquisition , provision , equipping and construction of the Improvements . This resolution is being adopted pursuant to the requirements of the Internal Revenue Code of 1986 , as amended , and Treasury Regulations Section I. I 50-2(e) promulgated thereunder. ADOPTED THIS 13TH DAY OF NOVEMBER, 2023. ATTEST: Lisa A. Hanks, MMC City Clerk CITY OF FAIRHOPE A Municipal Corporation Jay Robinson , Counci l President 282 FROM: SUBJECT: AGENDA DATE: CITY OF FAIRHOPE AGENDA MEMORANDUM I Sherry Sullivan, Mayor Uniform Work Pants Allowance November 13, 2023 RECOMMENDED ACTION: City Council hereby approves the Uniform Work Pants Allowance mentioned in the resolution . 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: lndividual(s} responsible for follow up: Action required (list contact persons/addresses if documents are to be mailed or emailed): I 283 RESOLUTION NO. WHEREAS , the City of Fairhope will be ending our rental uniform program with Cintas as of December 31 , 2023 ; and WHEREAS , the City of Fairhope approved in the FY 2023 -2024 Budget to authorize a Uniform Allowance for Employee Work Pants as follows ; and General Government $40 .00 per pair for 5 pair of pants ($200 .00) FR Employees $100.00 per pair for 6 pair of pants (600.00) WHEREAS , the City of Fairhope will furnish the required Work Shirts . BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , that the City Council hereby approves the Uniform Work Pants Allowance mentioned above but will furnish the required Work Shirts beginning January 1, 2024. DULY ADPOTED ON THIS 13TH DAY OF NOVEMBER, 2023 Attest : Lisa A. Hanks , MMC City Clerk Ja y Robinson , City Council President 284 Cintas Lease Program FR -Pants (Electric , Gas , Meter) rental $150 .00 per year per employee Non FR -Pants rental$ 144 .56 per year per employee Cintas purchased FR -Pants (Electric, Gas , Meter) $120 .00 per pants Non FR -Pants $43 .00 per pants Reason for not continuing with uniform rental program • Limited pants options • Some sizing takes longer to receive • Taking a long time to get new employee uniforms • Purchasing staff time to put in new employees' un iform orders • If employees' pants rip , City must pay full price for pants . • When employee is terminated and does not turn in uniforms, City is charged full purchase price for the uniforms. 285 FROM: SUBJECT: AGENDA DATE: CITY OF FAIRHOPE AGENDA MEMORANDUM November 13 , 2023 RECOMMENDED ACTION: That the City of Fairhope adopts to name the property known as The Triangle the "Flying Creek Nature Preserve". BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost $ $ -- GRANT: LEGAL IMPACT: FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: lndividual(s) responsible for follow up: Available Budget ($_) Action required (list contact persons/addresses if documents are to be mailed or emailed): 286 RESOLUTION NO. WHEREAS , the City of Fairhope acquired the property known as "The Triangle" via a Real Estate Purchase Agreement, Development Agreement and Warranty Deed; and WHEREAS , the City has received a grant to construct the North Triangle Nature Park Trail and Facility Improvements and preserve this property to be used as a public park ; and WHEREAS , the City Council is desirous to name the property known as "The Triangle" the "Flying Creek Nature Preserve". NOW BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the City of Fairhope adopts to name the property known as The Triangle the "Flying Creek Nature Preserve". DULY ADOPTED THIS 13TH DAY OF NOVEMBER, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson , Council President 287 EXHIBIT"A" 0 PARCEL I and PARCEL II EXHIBIT "A" 450 900 1,800 Feet I COF GIS Planning Dept May/ 2014 dp 288 ~ f,\~ rft. B!,~b FROM: CITY OF FAIRHOPE AGENDA MEMORANDUM SUBJECT: Loan/funding agreement with the Fairhope Airport Authority, a public corporation pursuant to Alabama Code Section 11-63-2. AGENDA November 13, 2023 DATE: RECOMMENDED ACTION: That Mayor Sherry Sullivan is hereby authorized to execute a loan/funding agreement with the Fairhope Airport Authority, a public corporation pursuant to Alabama Code Section 11-63-2. 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: lndividual(s) responsible for follow up: Action required (list contact persons/addresses if documents are to be mailed or emailed): 289 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 loan/funding agreement with the Fairhope Airport Authority , a public corporation pursuant to Alabama Code Section 11-63-2. The general framework of the loan/funding agreement shall be $600 ,000.00 allocated for use by the Authority as matching funds related to a federal grant. The agreement shall be taken in draws and will not be a lump sum loan to the Authority . The grant and funds will be used to construct a new terminal at the Fairhope Airport . Repayment terms : Payments to the City on the loan/funding agreement shall be interest only paid on a monthly basis for the first 18 months . The principal balance plus continuing interest will be paid in nine annual installments starting at month 19 and shall be paid off within ten years from the commencement of principal and interest payments . Interest rate: The current applicable interest rate is 4.75 %. If the City 's best interest rate on deposits goes below 4.75 %, the rate will be the average of the new rate and 4.75 %, but never more than 0 .75 % higher than the City 's earnings on deposits. If the City's interest rate on deposits goes up , the rate will go up accordingly , but shall never exceed 5 .5%. For rates between 4 .75 % and 5.5%, Airport Authority will pay the City's best savings rate on deposits. Interest rates shall be computed and adjusted every 90 days . Collateral: Collateral may be tied to and further encumber land that is subject to prior funding agreements with the City of Fairhope if current bond obligations allow secondary encumbrances on the subject property. DULY ADOPTED THIS 13TH DAY OF NOVEMBER, 2023 Attest: Lisa A. Hanks, MMC City Clerk Jay Robinson, Council President 290