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RES NO 06-04-2025 CITY OF VAN BUREN,ARKANSAS RESOLUTION NO W - -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 THE BOATWRIGHT DRAINAGE IMPROVEMENTS, FOR THE CITY OF VAN BUREN,ARKANSAS,AND FOR OTHER PURPOSES. WHEREAS, the City of Van Buren, Arkansas desires to make various street and drainage 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 $77,900.00 plus any applicable reimbursable expenses. IN WITNESS WHEREOF, the City f Van Buren, Arkansas, by its City Council, did pass, approve, and adopt, by a vote of 5 for and y against, the foregoing Resolution at its regular meeting held on the 23rd day of June 2025. G\erk Tress e- Joseph . Hurst City of Van Buren yor ATTESTED: °'�i� �,�,°y APPRO FORM: County.PI1: �a Shawnna Reynolds vJaco Howell City Clerk/Treasurer City Attorney H ` K1 N' S 4WEI' R AN/%/ �� I �� � � �� � N 0� �� m� m� �� " w� �� 4~ mm ~� x w n� �~ . &��� '- --- �— m��' EngineeringClient Success June 10,2O2 Honorable Joe Hunst, Mayor VIA EMAIL The City of Van Buren 1003Broad*ey Van Buren, Arkansas 7295G Re: Boatwright Drainage Improvements AgraamentforProhsssiona/Serviceo-AmondmentNo. 1 HVVE| Project No. 2025014 Dear Mayor Hurst: We respectively request an Amendment to our Agreement for Professional Services, dated February 1O' 2O2S. for the referenced project, The purpose of this Amendment in for Additional Services associated with adding Construction Observation Services. A detailed scope of our proposed engineering services ia enclosed as Exhibit A. We propose an increase of$49,100.00 to our contractual not to exceed (NTE)fee and propose to continue to bill the City of Van Buren in accordance with our current Standard Hourly Billing Rate Schedule, If this Amendment is approved. our NTE fee will increase from $28.800,00 to $77.900.00. plus oubconeu|tant fees and reimbursable expenses. If our proposed Amendment is acceptable to the City of Van Buren, please indicate so by signing and dating below and forwarding uaa copy for our permanent records. |f you have any questions orcomments, please du not hesitate kocall. Sincerely yours, HAVVKING-*E|R ENGINEERS, INC, � - ~ J. Kyle Salyer, PE, P.S. JKSk:lk Enclosure.- ExhibbA—ConmhuotionOboemahonPhaseSoopeufSem'mea co" Mr. John Kanobona. City of Van Buren Ms. Becky Horne` Hawkins-Weir Engineers, Inc. �ey: Joe Hurst, Mayor Date: . 2025 VunGwnxn,AK72957 j'h:(4�)1)474-i227 * Foz(479)474-853] 21] NotL/ra| Wes(mru!sDrkto ~ Little Rock AK72205 � Ph;(5)\)3714N4b 516Ga40i|lsapKumd ° Soib |08 ° Fmyrnc,i|k; AK727/ w 1'h�(47)) 155-2206 40Cw,rison &vmuo ° 0 F°rt6mi/h.AR7290} Ph:(479)24Z-40 5 ae�,hxn��w'nx�,o"u CITY OF VAN BUREN,ARKANSAS AMENDMENT NO. I For PROFESSIONAL ENGINEERING SERVICES With HAWKINS-WEIR ENGINEERS,INC. VAN BUREN,ARKANSAS In accordance with the AGREEMENT for PROFESSIONAL SERVICES for the Boatwright Drainage Improvements,Project No.2025014,dated February 10,2025,between the City of Van Buren,Arkansas (hereinafter called Owner)and Hawkins-Weir Engineers,Inc.(hereinafter called Engineer),Owner hereby authorizes Engineer to proceed with the following services: SECTION I—SCOPE OF SERVICES I'l Amendment No. I defines additional engineering services under the Agreement associated with the Owner's project,Boatwright Drainage Improvements. Additional Services include the following items: 1. Conduct Pre-Construction Conference 2. Submittal Review 3. Periodic Construction Observation 4. Prepare Monthly Payment Requests 5. Conduct Final Inspection 6. Prepare Contract Closeout Documents SECTION 2—TIME OF SERVICE 2.1 The scope of services as defined above is based on a contract construction period of 120 calendar days for the Owner's project,Boatwright Drainage Improvements,generally to include periodic inspection based on an estimated 20 hours of Inspection time per week over the contract construction period plus Construction Management Services performed by the Project Engineer. Construction observation services under this contract amendment are based on construction work being continuous throughout the construction period. Engineer will proceed with providing the services set forth herein immediately upon execution of this Amendment No. I by all parties. Page 1 of 2 SECTION 3—COMPENSATION 3.1 Owner shall compensate Engineer for providing the services set forth herein in accordance with the terms of the Agreement. Total payment for the Scope of Services described herein shall not exceed Fort Nine Thousand One Hundred and 00/100 Dollars ($49 100.00)without written approval of Owner. These Additional Services adjust the Agreement's not to exceed fee to$77,900.00, AUTHORIZATION BY: CITY OF VAN BUREN,ARKANSAS Jo ur r Date: ACCEPTED BY: HAWKINS-WEIR ENGINEERS,INC. By: 7r J. Kyle Salyer,P.E., P.S. Date: June 10.2025 Page 2 of 2 HAWKINS , N G I N E E R S, I N C , Engineering Client Success February 10, 2025 Honorable Joseph Hurst, Mayor City of Van Buren, Arkansas 1003 Broadway Van Buren, Arkansas 72956 Re: Boatwright Drainage Improvements HWEI Project No. 2025014 Dear Mayor Hurst: We appreciate the opportunity to submit this proposal to perform engineering services associated with the Boatwright Drainage 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 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 $28,800.00 plus subconsultant fees and 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. Reimbursable Expenses, including subconsultant fees, incurred in connection with all Basic and Additional Services will be charged based on their actual costs. We recommend that you budget$1,000.00 for the following reimbursable expenses: ARKUPS Member Services utility locate fees, advertising fees, and printing and reproduction costs. 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. 110 So.7th Stret4 * RC,Box 648 * Van Burch,,eft 72957 * 11h:(479)474-1227 * .Fax:(47/9)474-8531 21.1.Neit«rai Resource-,Drive. * Little Rock, AR 72205 * 11v(501)374-4846 516 Fast M llss p Road * Suite 1.03 * Fayetteville,AR 72703 Pit:(479)455-2206 403 Garrison Aveiiue * Suite 101 * Fart Smith,AR 72901 * Ph: (479)242-4685 20250141JH0210256AP.docx zc=mva hmkins-weir,coin h1VV Honorable Joseph Hurst Page 2 February 10, 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 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„ or require additional information, please do not hesitate to call. Sincerely Yours, HAWKINS-WEIR ENGINEERS, INC. rly f Blake A. Peacock, P.E. BAP/mcw Enclosures: Agreement for Professional Services—Two (2) original copies 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. on�cneiunnnnaonaa gr3>,sz; hrFrraain -asr>=rron+ HAWKINS-WEIR ENGINEERS,INC. AGREEMENT FOR PROFESSIONAL SERVICES CITY OF VAN BUREN,ARKANSAS HWEI..Project Number: 2025014 1003 BROADWAY Authorized by: MAYOR JOE HURST VAN BUREN,ARKANSAS 72956 Project Manager: BLAKE A.PEACOCK,P.E. PHONE: (479)474-1541 Date: FEBRUARY 10,2025 Description of Work: ENGINEERING DESIGN SERVICES ASSOCIATED WITH THE BOATWRIGHT DRAINAGE IMPROVEMENTS PROJECT IN VAN BUREN,ARKANSAS, 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 assessment.,,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 shalt 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$28,800.00,PLUS 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.,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 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 liability 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:I.,E"TIER 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 FEBRUARY 10,2025 ORGANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING DATE RESPONSIBILITY FOR PAYMjENT FOR SERV CF..S RENDERED l �' BY 4JA40'.. awkins-Weir Engin ,Inc. • Y,O.BOX 648 • VAN'BUREN,ARKANSAS 72957 • PHONE(479)474-1227 • FAX(479)474-8531 • 211 NATURAL RESOURCES DRIVE • LITTLE ROCK,ARKANSAS 72205 • PHONE(501)3744846 • 516 EAST MILLSAP ROAD,SUITE 103 • FAYETTEVILLE,ARKANSAS 72703 • PHONE(479)455-2206 • 403 GARRISON AVENUE,SUITE 101 • FORT SMITH,ARKANSAS 72901 • PHONE(479)242.4685 Scope of Services Boatwright Drainage Improvements Van Buren, Arkansas AN HWEI Project No. 2025014 urm- February 2025 B-M A R X A N' S, A S Hawkins-Weir Engineers, Inc. (HW) will provide the following engineering design services for the referenced drainage project. The project includes approximately 300 linear-feet of storm drain, drainage inlets, and approximately 300 linear-feet of concrete open channel. The limits of the project are as shown on Exhibit A. A. Preliminary Design 1. Perform supplementary field survey 2. Coordinate with Arkansas One-Call for the marking of existing utilities and tie them down as part of the survey work based on the locations marked in the field by the utility owner 3. Prepare preliminary plans of the existing site plan, site clearing/demolition plan, erosion control plan, dimensional control plan, grading and drainage plans based on the Conceptual Plan 4. Prepare a preliminary cost estimate including a detailed quantity take-off and unit costs 5. Conduct a review meeting of the Preliminary Plans with the Owner 6. Set survey control points for construction (maximum of two points) B. Final Design 1. Prepare final design calculations, plans, profiles, details, paving sections, cross sections, and other items 2. Prepare final construction details which depict all typical items, including but not limited to drainage crossings, driveways, and pavement markings 3. Prepare final specifications and contract bidding documents 4. Calculate final construction quantities in accordance with the construction specifications 5. Prepare final construction bid proposal form 6. Prepare a recommendation of construction contract time 7. Prepare final construction cost estimate 8. Prepare final design drainage report to include complete calculations and data (based on the City's desired 25-year storm event) 9. Perform a Quality Assurance/Quality Control (QA/QC) review of the Final Plans 2025014\Proposal\Scope of Services 1 of Scope of Services Boatwright Drainage Improvements Van Buren, Arkansas #LW HWEI Project No. 2025014 4, 1? February 2025 . Buren", z X< :, N 5 A, s 10. Prepare right-of-way plans including descriptions and exhibits for the Owner's use in acquiring right-of-ways and utility easements. Right-of-Way acquisitions will be by others. Deed and easement research is not anticipated, but if necessary shall be paid for as a reimbursable expense 11. Prepare the Storm Water Pollution Prevention Plan (SWP3) incorporating Best Management Practices (BMPs) as they relate to the management of storm water on the proposed site during construction (erosion control). Prepare the Automatic Notice of Coverage (NOC) for the Construction Stormwater General Permit 12. Conduct a final review meeting of the final plans with the Owner C. Advertisement and Bidding 1. Prepare Advertisement for Bidding and assist the Owner with coordinating the advertisement 2. Prepare and distribute any necessary addenda for the project 3. Assist the Owner in receiving bids and preparing the bid tabulation for the project 4. Review bids and prepare a recommendation to the Owner for the award of a construction contract 5. Assist in the preparation of contract documents for execution between the Owner and Contractor D. 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 Surveys C Abstract Company deed and easement research 3. Spot digs for utility depths 4. Geotechnical testing of the site 5. Environmental assessment including wetlands determinations, mitigations, and archaeological surveys of the site 6. Design of public utility relocation plans 7. Design and coordination of franchise utility relocation plans or service extensions including gas, communication, and electrical service 20250141ProposaltScope of Services 2 of 4 J*V Scope of Services Boatwright Drainage Improvements Van Buren, Arkansas HWEI Project No. 2025014 February 2025 SII�I ' 8. Construction layout staking for the Contractor, except that HW will provide two (2) construction control points 9. Public hearings 10. Landscaping, tree planting, and irrigation design services 11. As-Built survey of the final improvements Attachments; Exhibit A 20250141Proposal\Scope of Services 3 of 4 -'^R4C'fwn` HJ.BAN 3'•@tl•�J -.x,J 5YW SYY mx5i'gx'�IKSKx.NiF'.-LWk9-akd t..' fr�ri.70E1 fU51.Y4 MAS'+� & 4 C• y e4 @ 5„P , �i �s•N �3x 21STaT.. � ^M a u�, Js' ,max h y s 5 "i 71 N. 7JRD ST r d B R'' I K ' USN 8JFiN MXuiFSS '?�'-x�`+� aoArnRlcNrREVAUDITIDN f AWKIN$6WEIR =- E N G I N E E R S ! N C. _ DRAINAGE IMPROVEMENTS PHASE 1 a rx UyxNa as $g _ a Y EXHIBITA zst N. s+twua t+na azsare fw+�ars.ae.a aj � 1�� f@A!.CIN 4•'4%4 XtNtF)i.fatK.,kSn3 a,�Aw krei wt3l..-nn �"" & �.SnELkS,lN...Y'�ft.