Fairhope council approves ceiling, restroom and infrastructure contracts totaling several hundred thousand dollars

Fairhope City Council on a voice vote approved a package of procurement and construction items including repairs and renovations to city facilities and an engineering contract for the city’s gas-system cast-iron replacement project.

City staff recommended awarding a not-to-exceed $66,124.50 contract to RE Johnson General Contractors LLC for drop-ceiling replacement across public spaces in the Fairhope Civic Center and authorized a $6,124.50 transfer from an existing painting and drywall account. Staff said the work was expanded beyond the auditorium to address lobbies, hallways, bathrooms and dressing rooms to avoid piecemeal upgrades.

Richard (city staff) explained the broader scope and recommended awarding the single quote. “What we did is put out the base bid on the project thinking just the main auditorium and the kitchen, and then made the other areas additive alternates that can be cut a la carte,” he said, explaining the rationale for addressing all public ceilings at once.

Council approved a quote to Baldwin Portable Toilets and Septic for an accessible portable restroom trailer at the Nick Center at $11,925 plus $250 per additional pump-out, with 50% payment due upon delivery; staff said the unit is necessary to maintain ADA access while permanent restroom work proceeds.

The council also awarded Coastal Contractors and Renovations LLC a contract not to exceed $139,850 for the Nick Center restroom renovation. Staff and council discussed a roughly $25,000 gap when portables and some fees are combined; staff said they plan a budget transfer from professional services or other lines to cover the overage.

On the Fairhope Pool project, council authorized change order No. 1 to Bill Construction Services for up to $37,086, bringing the contract ceiling to not exceed $1,237,086. Staff said hidden insulation and roof leaks were discovered when scaffolding exposed materials, and the change order provides triage work so the pool can be completed promptly.

The council approved procurement of playground equipment for the Fairhope Boys & Girls Club via Sourcewell with Recreational Concepts for up to $61,879.09, using the cooperative purchasing vehicle so a formal local bid was not required.

Recreation staff also requested and won approval to buy a Playmate Ace ball machine for the Mike Ford Tennis Center at Stimson Park for $5,195 plus shipping. Councilors questioned whether the machine would be used for public lessons and camps or primarily for paid private instruction; staff said the machine is used across lessons and camps (roughly ages 5–12) and the pro assists with maintenance.

IT procurement included a Pal o Alto firewall purchased via the Omnia Partners/NCPA contract with Clearwinds Technologies, not to exceed $64,679.70, funded by a transfer from capital improvements.

For the city’s natural-gas system, council approved a professional services contract with Magnolia River Services Inc. (RFQ) for engineering and inspection services for phase 3 of cast-iron pipe replacement, at a not-to-exceed amount of $582,065. Staff said the budgeted line covers engineering and inspection and that the city is pursuing a large grant to support construction costs.

All items were approved by voice vote during the meeting; staff indicated some budget transfers will be processed administratively to cover project overages. Where a cooperative purchasing contract (Sourcewell, Omnia Partners/NCPA) applied, staff noted a separate formal bid process was not required.

The council’s next procedural step on these items is routine implementation and contract execution; staff flagged that some projects (Nick Center restroom and pool rehabilitation) have tight timelines tied to summer programming and availability of contractors.