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RES NO 01-01-2024 City of _Van Buren, Arkansas MunicipaA Complex 1003 Broadway • Van Buren, Arkansas 72956 R 1 01 ac)j 0 Resolution Has been AMENDED as of &, �0 oc. Please refer to Resolution Shawnna M. Reynolds City Clerk-Treasurer CITY OF VAN BUREN,ARKANSAS RESOLUTION NO 6 1 -61 -2024 BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN, ARKANSAS,A RESOLUTION TO BE ENTITLED: A RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO A CONTRACT FOR ENGINEERING ON-CALL SERVICES FOR THE CITY OF VAN BUREN, ARKANSAS, AND FOR OTHER PURPOSES. WHEREAS, the City of Van Buren, Arkansas desires to make various improvements within the City to include streets,drainage,bridges, and sidewalks; and WHEREAS, in order to commence the projects and to seek grant funding, the City is in need of professional engineering on-call services for the development of plans and designs, cost estimates, and supervision for said projects. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VAN BUREN,ARKANSAS,THAT: SECTION 1: The Mayor is authorized to enter into a contract (Exhibit "A") with Hawkins-Weir Engineers, Inc. to provide engineering services for the development of preliminary engineering and designs, and cost'estimates for the above listed projects. Payment for such engineering services shall not exceed $25,000.00 plus any applicable reimbursable expenses. IN WITNESS WHERE , the City of Van Buren, Arkansas, by its City Council, did pass, approve, and adopt, by a vote of for and against, the foregoing Resolution at its regular meeting held on the 22°d day of J Oer'�' red S40 City of Van Buren P—sepkP.Hurst ATTESTED: aCounty,P APP TO FORM: Ai&"ads--, Shawnna Rey o ds cob City Clerk/Treasurer City Attorney S- a tiff� HAWKINS-WEIR ENGINEERS,INC. AGREEMENT FOR PROFESSIONAL SERVICES CITY OF VAN BUREN HWEI Project Number: 2024001 1003 BROADWAY Authorized by:MAYOR JOSEPH HURST VAN BUREN,AR 72956 Project Manager:J.KYLE SALYER,P.E.,P.S. PHONE:479-474-141 Date:DECEMBER 11,2023 Description of Work: 2024 ON-CALL ENGINEERING SERVICES GENERAL: HAWKINS-WEIR ENGINEERS,INC. (HWEI)shall perform the professional services indicated on this Agreement. These services shall include serving as the Client's professional engineering and/or surveying representative providing consultation and advice as requested by this Agreement. SCOPE OF SERVICES: Services to be provided by HWEI shall be as described on this Agreement and noted attachments and other services shall not be implied unless so stipulated by a written agreement acknowledged by client and HWEI. ACCESS: The Client shall provide to Engineer legal access to all properties,public and private,required to perform the services requested. INFORMATION PROVIDED BY CLIENT: The.Client shall provide all criteria and full information such as surveys,legal descriptions,subsurface explorations,hydrographic surveys, laboratory tests, flood plain data, environmental assessments, environmental impact statements,utility or other easements, zoning and deed restrictions as may be available to the Client which pertain to the work to be performed. HWEI may rely on such information supplied by the Client in performing services hereunder. PERMITS: Client shall furnish all approvals and permits for all governmental authorities or other entities having jurisdiction. REUSE OF DOCUMENTS: All documents including drawings, specifications and reports prepared by or furnished by HWEI pursuant to this Agreement are instruments of service with regard to the work being performed and HWEI shall retain an ownership and property interest therein.Client may make and retain copies for information and reference in connection with the use and occupancy of the project by client and others,however,such documents are not intended or represented to be reused by Client or others on extensions of the project or any other project. Any reuse of documents without written authorization by HWEI shall be at Client's sole risk and Client shall hold HWEI harmless and without liability. COMPENSATION FOR SERVICES: HWEI shall be compensated for services rendered under this Agreement as follows: HOURLY NOT TO EXCEED(NTE)$25,000.00,INCLUDING ANY APPLICABLE REIMBURSABLE EXPENSES OTHER CONDITIONS: • All fees and expenses paid by HWEI on behalf of the Client shall be reimbursed by the Client to HWEI based on actual cost(i.e.,fling fees, advertisement costs,testing fees,review fees,express mail or courier,professional services by others). • HWEI shall be reimbursed by the client for all travel expenses including meals and lodging at actual cost for travel from the HWEI office. HWEI shall be reimbursed for all travel expenses including mileage computed at the current IRS standard mileage rates to and from HWEI offices, vehicle rental fees,and coach rate common carrier fares,plus all parking and toll fees expended on travel on the behalf of the Client. • Client may terminate the services of HWEI at any time upon written notification to HWEI. HWEI shall be paid for all services rendered to the time of termination. • Unless otherwise agreed upon by HWEI and Client,if Client fails to make full payment due HWEI for services and expenses within 30 days after receipt of HWEI's Invoice of Services,the amounts due HWEI may be increased at the rate of 0.5%per month or the maximum rate of interest allowed by law at the time this Agreement is entered into,whichever rate is less,from said 30th day. In addition,HWEI may,after giving 7 days written notice to Client,suspend services under this Agreement and may proceed with formal collection procedures. Client shall pay the cost of collection procedures.Should litigation be necessary,Arkansas will be the state of litigation and Arkansas law shall govern. • Client understands and.-acknowledges that HWEI shall have a lien upon the land,building,erection,or improvement upon said land for services rendered to client as provided in Arkansas Code Annotated 18-44-105. • To the maximum extent permitted by law,the Client agrees to limit HWEI's Iiability for the Client's damages to a maximum of the net compensation received by HWEI,not including reimbursable expenses and subconsultant fees,for all services rendered on the project. This limitation shall apply regardless of the cause of action or legal theory pled or asserted. RIGHTS:Nothing in this Agreement shall be construed to give any rights or benefits in this Agreement to anyone other than Client and HWEI,and duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of Client and HWEI and not for the benefit of any other party. ATTACHMENTS:LETTER PROPOSAL:HWEI CURRENT STANDARD HOURLY BILLING RATE STRUCTURE ACCEPTED THIS �h DAY OF A If t2lh,,r 20Aq OR Verbal Authorization Received to Proceed with services CITY 01 VAN BUREN, ARKANSUS DECEMBER 11,2023 ORGANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING DATE RESPONSIBILITY R PAYMENT FOR SERVICES RENDERED44. ` BY Hawkins-Weir Engineers,Inc. • PO BOX 648 • VAN BUREN,ARKANSAS 72957 PHONE(479)474-1227 • FAX(479)474-8531 - • 211 NATURAL RESOURCES DRIVE LITTLE ROCK,ARKANSAS 72205 • PHONE(50I)374-4846 • 516 EAST MILLSAP ROAD,SUITE 103 FAYETTEVILLE,AM ANSAS 72703 • PHONE(479)455-2206 • 403 GARRISON AVENUE.SUITE 101 FORT SMITH.ARKANSAS 72901 • PHONE(479)242-4685 FM Standard Billing Rate Structure For Hourly Fee Based Contracts Hawkins-Weir Engineers,Inc. Effective August 13,2023 through August 10,2024(r) Engineer Engineer VIII $ 240 Per Hour Engineer VII $ 220 Per Hour Engineer VI $ 200 Per Hour Engineer V $ 175 Per Hour Engineer IV $ 150 Per Hour Engineer III $ 130 Per Hour Engineer II $ 115 Per Hour Engineer I $ 100 Per Hour Engineering Technician Designer II $ 120 Per Hour Designer I $ 110 Per Hour Technician IV $ 100 Per Hour Technician III $ 85 Per Hour Technician H $ 75 Per Hour Technician I $ 65 Per Hour Field Technician-Field Inspector Resident Project Representative(RPR) $ 120 Per Hour Construction Manager $ 100 Per Hour Inspector II $ 85 Per Hour Inspector I $ 75 Per Hour Field Surveying GPS Survey $ 175 Per Hour Surveyor $ 125 Per Hour Administrative Business Manager $ 85 Per Hour Expert Witness Preparation At Engineer's Hourly Rate Testimony,less than 1/2 day $2,000 Testimony,per Day $4,000 Expenses Reimbursable Expenses and upcharges are determined by the Client Agreement/Contract Subconsultants/Outside Services Express Delivery,Field Supplies,Testing,Review/Filing Fees and Advertising Travel: Hotel and meals Actual Cost Vehicle(?) $0.655 per mile effective 1/1/23 Reproduction: Outside printing service Actual Cost In-house printing Letter Copy-B&W $ 0.12 Per Copy Letter Copy-Color $ 0.75 Per Copy 22 x 34 Size Copy-B&W $ 3.00 Per Copy 22 x 34 Size Copy-Color $12.00 Per Copy 22 x 34 Size Copy-Color Photo $25.00 Per Copy 11 x 17 Size Copy-B&W $ 1.50 Per Copy 11 x 17 Size Copy-Color $ 5.00 Per Copy CD Copy $ 5.00 Per Copy Binding $ 1.00 Each Billing Rates are reviewed and adjusted annually in August. Regardless,any adjustment in Billing Rates will not impact previously negotiated Not To Exceed(NTE)fee amounts without a formal Contract Amendment. (Z)To be adjusted periodically to current IRS mileage rate. All Billings are due upon receipt unless prior arrangements for payment have been made. | � | Jb �� HKWKINS � � � �� 0� �� K� � � �� INC .� o� �� x n� m~ o~ ox _ov o :� v~ Engineering Client Success ' December 11. 2O23 | Honorable Joseph Hurst, Mayor City of Van Buren, Arkansas 1003Broadxvay Van Buren,Arkansas 72056 | Re: 2O24 On-Call Engineering Services HVVEl Project No. 2O24OO1 ' Mayor Hurst: We appreciate the opportunity to submit this proposal for engineering services associated with 2O24 On-Call Engineering Services for the City of Van Buren, Arkansas. Our Basic Services will consist of conceptual planning for various projects that you may identify oe part of the Citv'm2D24 Capital Improvements. These services may include preliminary enginaehng, sun/eying, coot estirnating, and assisting with the preparation of any funding applications. Our Basic Services do not include preparation of Final Design Documents (i.e., Plans, Specifications, and Contract C)onurnente\, assistance during bidding or negotiating, or construction administration services. Once a project is appropriated by the City or o funding agency, we will separate this project individually and negotiate on agreement for these engineering services. Our fee for Basic Services will be invoiced based on our Standard Hourly Billing Rates as compensation for oen/icoa and expenses of principals and employees of Hawkins-Weir Engineers, including any applicable Reimbursable Expenses. Our fee for these Basic Services will not exceed$25,000.00 including all reimbursable expenses without your written authorization. & copy of our Standard Hourly Billing Rate Structure ioenclosed. Reimbursable Expanaes, including oubconou|tantfaaa. incurred in connection with all Basic and Additional Services will benho[ged.baoedon the actual cost. VVedo not anticipate any Reimbursable Expenses at this time, and will advise you if this situation changes before authorizing any such expenses oraubconeultantservices. VVe will commence work immediately upon your identification ofa project ondouthohzation to proceed and complete the work in accordance with the schedules that you establish. If there are changes in scope or protracted delays for reasons beyond our contro|, we would expect to negotiate with you on equitable adjustment of our compensation taking into consideration the impact of such changes and delays. llOSo.78`SbreL " PD.Bnx648 ° \/mzBuo:o,AR72957 ° yb:(479)474'1227 " Fax:(479)474'8531 2I10aturolDes0urcesDdve ° ljttleRod,,AIl72205 " 26:(501)374+046 516EostMillsapRoad ° SuiLe103 " FayetLevU1e,AR72703 ° P6:(479)455'2206 _ 483(�arr�uuAreooe " Suitcl01 " Fort 6ouit6''�D729Ol ° P6: �7V)242,4685 202�001UH121123KG.doox mmmhn�okh��oe/r�mu Honorable Joseph Hurst, Mayor Page 2 December 11, 2023 This proposal letter together with the enclosed Agreement for Professional Services represents the entire agreement with Hawkins-Weir Engineers, Inc. If this proposal is acceptable, please sign and date both copies of the enclosed Agreement and return one (1) copy to us. The remaining copy is for your records. If you have any questions, comments, or require additional information, please do not hesitate to call. Sincerely yours, HAWKINS-WEIR ENGINEERS, INC. J. Kyle Salyer, P.E., P.S. JKSlmcw Enclosures: Agreement for Professional Services—Two (2) copies Standard Hourly Billing Rate Structure, effective August 13, 2023 cc: Becky Horne, Business Manager, Hawkins-Weir Engineers, Inc. 2024001XJH121123KS.docx rocv o.ha�cliius-�txrir.runr