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RES NO 05-03-2025 CITY OF VAN BUREN,ARKANSAS RESOLUTION NO�� 2025 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 SERVICES WITH HAWKINS-WEIR ENGINEERS, INC., FOR NORTH 26TH STREET IMPROVEMENTS, FOR THE CITY OF VAN BUREN, ARKANSAS,AND FOR OTHER PURPOSES. WHEREAS, the City of Van Buren, Arkansas desires to make various street improvements within the city; and WHEREAS, in order to commence the projects,the city is in need of professional engineering services for the development of plans, surveys, engineering designs and bidding, 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 Engineering, Inc., to provide engineering services for the development of preliminary engineering and designs, and cost estimates for the above listed project. Payment for such engineering services shall not exceed $58,130.00 plus any applicable reimbursable expenses. IN WITNESS WHEREOF, the City af Van Buren, Arkansas, by its City Council, did pass, approve, and adopt, by a vote of for and 4pagainst,the foregoing Resolution at its regular meeting held on the 27 1 day of May 2025. oetk Tress J(sephMiurst City of Van Buren ayor ATT 077 Zowtell Shawnna Reyn d City Clerk/Treasurer City Attorney -- - «. 1 '.. 'W' AWK I N S ,# E 1 'R RECEIVED CITY OF VAN BUREN MAY,19 2025 Invoice number 250518 1003 BROADWAY Date May 15,2025 VAN BUREN,AR 72956 Per Project 2025020 2025 STREET IMPROVEMENTS Engineering Consulting Services April 6 through May 10,2025 Professional Fees Bitted Hours Rate Amount Engineer VII 0.50 275.00 137.50 Engineer V 5.50 225.00 1,237.50 Engineer tl 13.00 150.00 1,950,00 Engineer 1 10.50 125.00 1,312,50 Professional Fees Subtotal 29,50 4,637,50 Invoice total $4,637.50 Approved By: Remit To: 110 So-7th Street P.O. Box 648 Van Buren,AR 72957 Ph: (479)474-1227 Fax: (479)474-8531 HAWK ' INS WEIR, Engineering Client Success May 19, 2025 Honorable Joseph Hurst, Mayor VIA EMAIL City of Van Buren, Arkansas 1003 Broadway Van Buren, Arkansas 72956 RE: North 261" Street Improvements Van Buren, Arkansas HWEI Project No, 2025020 Dear Mayor Hurst: We appreciate the opportunity to submit this proposal to perform engineering services associated with the North 26th Street Improvements project for the City of Van Buren, Arkansas. Enclosed, please find a scope of services task list detailing the Basic Services proposed for this project, in summary, our services will consist of Field Surveying, preparing Preliminary and Final Design Documents including detailed plans and specifications,and providing assistance during the Advertising and Bidding Phase. Our scope does not include any services performed during the construction phase of the project. These services, when needed, will be billed separately based on our Standard Hourly Billing Rates in place at the time of services or can be added by Amendment. Our fee for Basic Services will be invoiced based on our Standard Hourly Billing Rates as compensation for services and expenses of principals and employees of Hawkins-Weir Engineers. The not to exceed fee for these services is $58,130.00, including Reimbursable Expenses. Additional services will be provided only upon receipt of written authorization, and these additional services will be invoiced at our standard hourly rates. A copy of our Hourly Rate Schedule for 2025 is enclosed. We will invoice you monthly for Basic Services, and Reimbursable Expenses. Reimbursable Expenses will be invoiced in full as they are incurred. We will commence this work immediately upon your approval of this proposal and authorization to proceed. If there are changes in scope or protracted delays for reasons beyond our control, we would expect to negotiate with you an equitable adjustment of our compensation taking into consideration the impact of such changes and delays. ?11 v f ar 31 t �a�ur<e � a'4u • Little Rtw ,.AID 7w 1\Y 516 1•Iat k ilk a s ieoad o liu t= 103 * f:ayt,Aks•V llcy, R 72703 • h 03 Gin kon kvenue ® `auibo 101 * Fott Smith AR 72901 r�ata�ma�.lYarZa�ia'i+�--x�f�:Y.t+�rac 2025020W H0S1 S25LY.ddc ......... .......... I*V Honorable Joseph Hurst Page 2 May 19, 2025 This proposal letter together with the enclosed Scope of Services and the Agreement for Professional Services represents the entire agreement with Hawkins-Weir Engineers, Inc. If this proposal is acceptable, please sign and date the enclosed Agreement and return a copy to us via email for our files. If you have any questions, or require additional information, please do not hesitate to call. Sincerely yours, HAWKINS-WEIR ENGINEERS, INC. arty Ydncey, P.E. LEY/mcw Enclosures: Agreement for Professional Services Scope of Services(4 pages) HW Hourly Rate Schedule: 2025 cc: Mr. John Karstens, Street Superintendent, City of Van Buren Ms. Becky Horne, Hawkins-Weir Engineers, Inc. 2025020WH06I925LY,doc Asa Scope of Services City of Van Buren,Arkansas North 26th Street Improvements HWEI Project No. 2025020it � ,, May 19, 2025 , 4KA"' A Hawkins-Weir Engineers, Inc. (HW)will provide the following engineering design services for the referenced street overlay project. The project includes approximately 1,670 linear feet of street improvements along North 261h Street. The limits of the project are shown on Figure 1. A. Field Survey Phase 1. Establish base line (with references) along existing roadway. Identify stationing on centerline at 100 foot intervals. For areas other than reconstruction and drainage improvements, field instrument survey will not be conducted, but street length and width will be field measured 2. Utilize the latest version of the City Aerial Mapping Planimetrics for illustrating all structures, streets, driveways, storm drains and other features within the right-of-way and show on plans without stations or dimensions. Areas of reconstruction shall be accurately located and dimensioned except that stationing of curb repair/replacement is not required 3. Perform a field survey of the above ground physical features and improvements as necessary to prepare plans for the proposed drainage improvements. Perform a topographic survey of the proposed project site, establishing critical spot elevations on existing improvements such as drainage pipe flow lines, curbs, pavement, and drainage structure improvements 4. Set temporary bench marks where applicable 5. As needed for any reconstruction or drainage improvements, coordinate with Arkansas One-Call for the marking of existing utilities. Using utility field survey data, plot existing utilities on plans without stations or dimensions, except as needed for reconstruction and/or relocation 6. Prepare a scaled drawing in AutoCAD format B. Preliminary Design Phase 1. Prepare preliminary plans showing all existing facilities. Horizontal scale of drawings to be 1 inch equals 50 feet or larger and vertical scale to be 1 inch equals 5 feet • Note: Design accessible ramps at curb returns only where sidewalk exists 2. Prepare preliminary detail sheets 3. Prepare preliminary storm drainage plans including sizing culverts, drainage inlets, preparation of profiles, and abandonment or removal of existing drainage facilities. Coordinate the drainage design with the Owner. This will include a stormwater model produced in the latest version of Autocad Civil 3D 4, Prepare a draft copy of specifications and contract documents or incorporate specification notes into the plan sheets 202502ONProposailScope of services Page 1 of 4 Scope mfServices City of Van Buren,Arkansas North 26m Street Improvements HWEI Project�0o. 202SO20 8N /^y 19" 2026 � 5. Prepare a preliminary cost estimate O. Participate in review meeting with the Owner C. Final Design Phase 1 Prepare final plans of the street improvements 2 Prepare Onm| specifications and contract documents or incorporate specification notes into the plan sheets 3. Prepare final detailed storm drainage plans including sizing ou|vehn, drainage in|ets, preparation of profiles, and abandonment or removal of existing drainage facilities. Coordinate the drainage design with the Owner. This will include st0rmvvater rnndm| produced in the latest version Df/\utocad Civil 3D 4, Prepare storm water design nmpnn 5. Prepare structural designs for drainage improvements (inlets and beadvvm(|a). All other structural design will bebyothers | 6. Prepare the Storm VVmhar Pollution Prevention Plan (SVV3P) incorporating Best | " Management Practices (BMPs) as they relate to the management of storm water on the proposed site during construction (erosion control). Prepare the Notice of Coverage (NOC) for the Construction Sto[mw/ah8r General Permit for submittal and Notice of Termination (NOT) 7. Prepare a final cost estimate. 8. Participate in a review meeting with the Owner S. Perform (nbamna! Quality Assurance Quality Coohn| review % Submit Final Design Package (Plans, Specifications and Estimate)to the Owner D. Advertisement and Bidding 1. Prepare the project advertisement including placing advertisement in a local paper 2. Address questions and comments from perspective bidders and prepare any necessary eddendurnsto the contract documents 3. Attend and conduct the bid opening and prepare a certified tabulation of bids and recommendation tV the Owner 4. Assist the Owner io negotiating with the Contractor and coordinating the assembly and execution of contract documents. znu502mPmmouoxSuopmo/services paoo 2m^ Scope of Services s ` h City of Van Buren,Arkansas North 261" Street Improvements HWEI Project No. 2025020 May 19, 2025 .; kA A E. Exclusions to the Scope of Services The design services provided by Hawkins-Weir do not cover the preparation of the following: 1. Construction phase and inspection services 2. Boundary survey of the property 3. Deed or easement research 4. Preparation of deed or easement description 5. Neighborhood meeting notification letter and mailouts 6. Environmental assessment and evaluation of the site including wetlands or stream delineation 7. Geotechnical testing of the site for development of pavement designs, structural designs, etc. 8. Construction layout staking for the Contractor, excluding construction control points 9. Landscaping and irrigation design for the development 10, Traffic signal design 11. Design of public utility relocation plans or service extensions 12. Design of franchise utility relocation plans or service extensions including gas, communication and electrical service 13. Building permits 14. Design of off-site drainage improvements 15. Signage plans 16. As-built survey of the final improvements 17. Preparation of Record Drawings 18. Design of water quality features 19. Environmental assessment and evaluation of the site 20. Design of lighting systems Attachments: Figure 1 - Project Limits 20250201Proposal%Scope of Services Page 3 of 4 r 1[ L pD R ij r i 11�_u le HAWKINS WEIR. flauREr E N 01 N E E R 1_i N C. MORT1f14TMSTREET OYERUYANDDRAWWEWPRD{*MENT$ w.RawAitts-a�3r.pam f}ATE Al+A'�t't?1S SCACQ:Y°«259' ,f6iF riK5 Q4$30M i HAWKINS-WEIR ENGINEER5 INC AGREEMENT FOR PROFESSIONAL SERVICES CITY OF VAN BUREN,ARKANSAS HWEI Project Number: 2025020 1003 BROAD'Vt<'AY Authorized by: JOE HURST,MAYOR VAN BUREN,ARKANSAS 72956 Project Manager: LARRY E.YANCEY,P.E. PHONE: (479)474-1541 Date: MAY 19,2025 Description of Work: SURVEYING AND SITE/CIVIL ENGINEERING: DESIGN SERVICES FOR THE NORTH 261"STREET IMPROVEMENTS(STREET OVERLAY)PROJECT IN VAN BUJREN,ARKANSAS. ENERAL: 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 try a written agreement acknowledged by client and HWEL ACCESS: The Client shall provide to Engineer legal access to all properties,public and private,required to perform the services requested. INFO,MA11C)N 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 he 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 otbers,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 SERVI FIWEl shall be compensated for services rendered under this Agreement as follows: HOURLY,NOT TO EXCEED$58,130.00,INCLUDING REIMBURSABLE EXPENSES OTHER CONDITIONS: • All fees and expenses paid by IIWI I on behalf of the Client shall be reimbursed by the Client to IiWEI based on actual cost(i.e.,filing 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 tall 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. FIWF.I shall be paid for all services rendered to the time of termination. • Unless otherwise agreed upon by HWEI and Client,if Client flails to make full payment due HWEI for services and expenses within 30 days after receipt of HWEI's.Invoice of Services,the amounts dttc 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,IIWCI may,after giving 7 days written notice to Client,suspend services tinder Ili is Agreement and may proceed with formal collection procedures. Client shalt pay the cost of collection procedures.Should litigation be necessary.Arkansas will be the state of litigation and Arkansas law shalt govern. Client understands and acknowledges thatIIWE1 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 lain,the Client agrees to limit HWEI's liability for the Client's damages to a maximum of the net compensation received by HWEI,not including reimbursable expenses and subconsuitant 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 I1WEI.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:LET fER PROPOSAL.SCOPE OF SERVICES,HOURLY BILLING RATES:2025 ACCEPTED THIS DAY OF 2025 OR � Verbal Authorization Received to Proceed with services CITY OF VAN BUREN,ARKANSAS MAY 19,2025 ORGANIZATION.COMPANY,OR INDIVIDUAL ACCEPTING D RESPONSIBILITY FPR PAYMENT FOR SERVICES RENDERED BY it- �» , ins-W 'ngineers,Inc. P,0,130X 648 - VAN BUREN,ARKANSAS 72957 • PHONF(479)474-t227 - FAX(479)474-8531 - 211 NATURAL RESOURCES DRIVE - LITTLE ROCK,ARKANSAS 72205 - PHONE(5fll)374-484b - = 516 CAST MILLSAP ROAR,SUITE 103 • FAYETTEVILLE,ARKANSAS 72703 - PIIONE(479)455-,2206 - - 403 GARRISON AVENUE,SUITE 101 - >+ORTSNIIIH,ARKANSAS 72901 - PF10NE(479)242-4b85 - Hawkins-Weir Engineers, Inc. Hourly Rate Schedule: 2025 Description Billing Rate/Hour Engineer VII $275 Engineer VI $250 Engineer V $225 Engineer IV $200 Engineer Ill $175 Engineer II $150 Engineer 1 $125 Environmental Specialist 11 $130 Environmental Specialist i $110 Designer 11 $135 Designer 1 $100 Civil Eng Assistant 11 $90 Civil Eng.Assistant 1 $80 CAD/BIM Modeler II $135 CAD/BIM Modeler 1 $100 CADIGIS Technician Ill $120 CADIGIS Technician 11 $95 CADIGIS Technician 1 $75 Construction Manager 11 $140 Construction Manager 1 $125 Construction Observer IV $135 Construction Observer Ill $115 Construction Observer 11 $95 Construction Observer 1 $85 Surveyor $175 GPS Survey $200 Survey Technician $50 Business Manager $100 Graphic Designer $100 Document Processor $75 Reimbursable Expenses Mileage $0.771mile Printing @ Cost Travel @ Cost Expert Witness Rate x 2.0 Other Direct Costs @ Cost Notes: 1, Hourly rates may be equitably adjusted 2.Adjustment to rate schedule will not change contract lump sum or NTE amounts 3. If a conflict exists,hourly rates&reimbursable expenses will be invoiced per terms of Agreement.