Meeting Type: BCC Regular Meeting
Meeting Date: 10/7/2025
Item Status: New
From: Tara Hazelbaker, Finance Director; Brian Underwood, Grants Director
Submitted by: Katrina Taylor, Grants Administrator
______________________________________________________________________
ITEM TITLE
Title
Formal Administrative Closeout of ARPA Subaward to Perdido Bay Water, Sewer & Fire Protection District for Completion of Boros Road Water Capacity Improvement Project
End
STAFF RECOMMENDATION
Recommendation
Take the following actions:
1) Approve the Formal Administrative Closeout of American Rescue Plan Act (ARPA) Subaward to Perdido Bay Water, Sewer & Fire Protection District for Completion of the Boros Road Water Capacity Improvement Project; and
2) Authorize the Chairman to execute the Notice of Closeout Letter with the Perdido Bay Water, Sewer & Fire Protection District.
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BACKGROUND INFORMATION
Background: The Perdido Bay Water, Sewer & Fire Protection District (Perdido Bay Water) requested ARPA funds to assist with the extension of a water line to provide clean drinking water to more residents after the construction of a new stormwater pond to reduce flooding and compromised drinking water wells.
In September 2023, the Commission approved allocating up to $1,234,482.00 of ARPA funds to Perdido Bay Water for the project. Perdido Bay Water chose R & B Contracting Company, Inc. as the contractor with an original contract price of $1,037,506.49.
The project was set up to have the Water Main Contractor install the water main through casings that were originally planned to be installed by the Subdivision contractor at two locations. It was determined to be more beneficial and efficient during construction, as well as providing a better end product, to have the Water Main Contractor install these casing pipes so these casing locations would properly align with the overall water main installation. Therefore, the pay item for 12” Steel Casing Installation, Open Cut, was increased by 160 linear feet with a net increase of $6,400.00 (Change Order #1 approved October 1, 2024), which increased the contract price to $1,043,906.49.
Previous Commission action/date: A summary of previous Commission ARPA action is attached.
September 16, 2025 - Approved the reallocation of ARPA funds in the amount of $6,634.10 from Project No. HW21177000 - Boros Road Bowl Project to support the design costs for the Board of Education HVAC project; and approved the reallocation of ARPA funds in the amount of $5,981.25 from Project No. HW21177000 - Boros Road Bowl Project to support the design costs for the Fairhope Satellite Courthouse HVAC Project; and approved the reallocation of ARPA funds in the amount of $4,145.31 from Project No. HW21177000 - Boros Road Bowl Project to cover the costs of Change Order #1 for Project No. HW23067 - CR-11 Drainage Improvements Project.
October 1, 2024 - Authorized the Chairman to execute Change Order No. 1 in the amount of $6,400.00 for Perdido Bay Water Capacity Improvement Project.
September 19, 2023 - Approved the allocation of “real” American ARPA funds in the amount of $1,234,482.00 to Perdido Bay Water for the Perdido Bay Boros Road Water Capacity Improvement Project; and adopted Resolution #2023-163 of the BCC allocating up to $1,234,482.00 of the American Rescue Plan Act ARPA funds to Perdido Bay Water for the Perdido Bay Boros Road Water Capacity Improvement Project; and approved and authorized the Chairman to execute the Agreement between the BCC and Perdido Bay Water, contingent on the acceptance and execution by both parties.
June 6, 2023 - Approved and authorized the Chairman to execute the pre-award letter to Perdido Bay Water for completion of the sub-recipient pre-award questionnaire for the ARPA-funded Water / Sewer Infrastructure Project.
FINANCIAL IMPACT
Total cost of recommendation: N/A
Budget line item(s) to be used: N/A
If this is not a budgeted expenditure, does the recommendation create a need for funding? No
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
Yes
Reviewed/approved by: Reviewed and approved by ACCA/IAC on 09/08/2025. (KDT)
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: Administration to obtain Chairman’s signature on the Closeout Letter.
Action required (list contact persons/addresses if documents are to be mailed or emailed): Administration to send Notice of Closeout Letter to:
Via email only - (mbohlin@perdidobaywater.com)
Perdido Bay Water, Sewer & Fire Protection District
ATTN: Mark Bohlin, General Manager
28171 Freshwater Lane
Elberta, Alabama 36530
cc: Frank Lundy
Mark Acreman
Tara Hazelbaker
Brian Underwood
Katrina Taylor
Shelby Middleton
Additional instructions/notes: N/A