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RES NO 02-06-2026 Emor- CITY OF VAN BUREN,ARKANSAS RESOLUTION N009-)-CO-2026 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 VAN BUREN TOWN DITCH ENGINEERING STUDY FEMA ZONE AE SPECIAL FLOOD HAZARD AREA (SFHA), FOR THE CITY OF VAN BUREN,ARKANSAS,AND FOR OTHER PURPOSES. WHEREAS, the City of Van Buren, Arkansas desires to make drainage improvements within the city; and WHEREAS, in order to commence the project, the city is in need of professional engineering services for the development of plans, surveys, engineering designs and cost estimates for said project; and WHEREAS, this project is being partially funded through a FEMA grant with $69,150 being eligible for reimbursement. 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 $99,400.00 plus any applicable reimbursable expenses. IN WITNESS WHERE F, the Cit o 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 91 day of February 2026. G�evk Tress ��� G,s , City of Van Buren eph P. urst Ma or C� Gj ATTESTED: d °rdCounty,PC��cy� APPROVED AS TO n Shawnna Reynol ads Jacob Howell City Clerk/Treasurer City Attorney hAPiHAWKINSiWEIR. E N G ! NFERS, I N C . Engineering Client Success January 18, 2023 Revised January 22, 2026 Honorable Joseph Hurst, Mayor City of Van Buren, Arkansas 1003 Broadway Van Buren, Arkansas 72956 RE: Town Ditch Engineering Study Van Buren, Arkansas HWEI Project No. 2023005 Dear Mayor Hurst: We appreciate the opportunity to submit this revised proposal for engineering design services for the Town Ditch Engineering Study in 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 the following phases: Survey, Floodplain Modeling and Evaluation Phase, and Conceptual Improvement Recommendations Phase. The Scope of Services task list for this project also identifies several exclusions or items not included in our proposal or items to be provided by others. Our fee for Basic Services will be invoiced as a lump sum of $99,400.00, excluding reimbursable expenses, as compensation for services of principals and employees of Hawkins- Weir Engineers. This includes the subconsultant fees from Olsson, Inc.. for floodplain modeling and evaluation consulting services. Additional services will be provided only upon receipt of written authorization. The Lump Sum Fee breakdown according to these tasks are as follows: Task A. Survey Phase $ 30,950.00 Task B. Floodplain Modeling & Evaluation $ 41,050.00 Task C. Conceptual Improvement Recommendations $ 27,400.00 Reimbursable Expenses incurred in connection with all Basic and Additional Services will be charged based on their actual cost. We recommend that you budget an additional $1,000.00 for the following reimbursable expenses: printing and reproduction costs, and shipping costs. We will invoice you monthly for the project based on the percentage complete per the Lump Sum Agreement. 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 South 7`'Street • 11.O.Box 648 • Van Buren.AR 72957 • Ph:(479)474-1227 • Fax:(479)474-8531 211 Natural Resources Drive • Little Rock.AR 72205 • Ph:(501)374-4846 516 East Milsap Road • Suite 103 • Fayetteville.AR 72703 Ph:(479)455-2206 403 Garrison Avenue • Suite 101 • Fort Smith.AR 72901 Ph:(479)242-4685 2023005\J H012226KS.doc zuzozo.l znzoki ns-znei r•.coni "M Honorable Joseph Hurst Page 2 January 18, 2023 / Revised January 22, 2026 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 records. We appreciate the opportunity to work with you on this project. I will be available to answer any questions you have or provide additional information if needed. Sincerely yours, HAWKINS-WEIR ENGINEERS, INC. J yle Salyer, P.E., P. . JKS/mcw Enclosures: Professional Service Agreement Scope of Services with Exhibit (5 Pages) cc: Ms. Tracee McKenna, Western Arkansas Planning & Development District Ms. Becky Horne, Hawkins-Weir Engineers, Inc. 2023005\J H012226KS.doc zozozo.hazokins-weir.coat Scope of Services HNVan Buren Town Ditch Engineering Study ti Van Buren, Arkansas ' , HWEI Project No. 2023005 January 22, 2026 Hawkins-Weir Engineers, Inc. (HW) proposes to provide the following engineering services for the Van Buren Town Ditch Engineering Study project located in Van Buren, Arkansas. See enclosed Project Limits Exhibit for project location. A. Survey Phase 1. Perform a survey of the existing channel improvements such as drainage pipe flow lines, pavement drainage structure improvements, and overflow structures as identified on the Project Limits Exhibit 2. Perform a channel survey of the existing town ditch with cross sections at 250' intervals as identified on the Project Limits Exhibit 3. Provide Crawford County Assessor's mapping layer for general limits of property boundaries 4. Provide City of Van Buren aerial mapping layer for existing elevation contours beyond survey limits 5. Provide survey in flooded/submerged/backwater portions of the channel utilizing a small boat or waders as conditions may require 6. Prepare a scaled drawing, in AutoCAD format and provide it for use by other members of the design team B. Floodplain Modeling and Evaluation Phase (Services under this task will be performed by our Sub-Consultant, Olsson, Inc.) 1. Data Gathering and Processing a. Obtain from the Federal Emergency Management Association (FEMA), and/or the U.S. Army Corps of Engineers (USACE) any current historic, effective, or other available hydrologic and hydraulic modeling relevant to the Project area, if available. Once data has been obtained, review the hydraulic modeling to confirm that it matches what is shown in the current Flood Insurance Study information for Crawford County, Arkansas b. Review and utilize existing data for the Project area, including but not limited to City of Van Buren Storm Sewer data and available high-resolution topographic data, if available. Process the data in preparation for further refinement of the future hydrologic and hydraulic modeling and floodplain mapping C. If collection of additional data to extend the model beyond the proposed Project extent or processing of additional datasets, beyond what is described in this Scope of Work, is required by anyone, these tasks will be considered Additional Services 2023005 Scope of Services.docx Page 1 of 5 Scope of Services Van Buren Town Ditch Engineering Study Van Buren, Arkansas r, HWEI Project No. 2023005 January 22, 2026 (1) The hydraulic model extent for the Project area is proposed to be from Industrial Park Road to a point adjacent to River Road East and will include review of the Town Branch Overflow (2) The hydrologic model extent for the Project will include watershed areas draining to a point adjacent to River Road East 2. Hydrologic Modeling a. Review the effective hydrologic analysis obtained in Task 1, if available. Upon completion of this review make updates to the effective hydrologic model, where necessary, to develop an updated hydrologic model. If no hydrologic model is available, create a replica hydrologic model using FEMA Standards and Technical Reference guidelines. Updates to the hydrologic modeling may include, but are not limited to: (1) Review and update as needed, land use and Manning's roughness coefficient data, precipitation data, etc., and (2) Recalculate Time of Concentration for the Project area according to the Natural Resources Conservation Service (NRCS, formerly the Soil Conservation Service, or SCS) Curve Number (CN) method, as described in TR-55: Urban Hydrology for Small Watersheds b. As the Project is located within a FEMA Zone AE Special Flood Hazard Area (SFHA), perform hydrologic analyses, using existing and effective modeling where available, and develop peak discharges for the 10-, 4-, 2-, 1-, and 0.2-percent-annual-chance (10-, 25-, 50-, 100-, and 500-year) flood events for the Project area. These discharges will then be used in the hydraulic modeling 3. Hydraulic Modeling a. Review the effective one-dimensional (1D) hydraulic model obtained in Task 1, if available. Upon completion of this review, determine if a 1 D hydraulic model remains applicable for the Project area b. If a 1 D hydraulic model remains applicable, use the effective 1 D hydraulic model, where necessary, to develop a Duplicate Effective Model and Existing Conditions Model (also known as a Corrected Effective Model). These updates may include, but are not limited to: (1) Update to USACE's HEC-RAS (Version 6.3) program (2) Review and update as needed, Manning's "n" roughness coefficients, model settings, topographic data 2023005 Scope of Services.docx Page 2 of 5 Scope of Services Van Buren Town Ditch Engineering Study r r Van Buren, Arkansas r� HWEI Project No. 2023005 January 22, 2026 (3) Develop additional model cross sections as deemed appropriate for this Project (4) Incorporate any survey data deemed necessary for modeling the Project area C. If it is determined that the Project area is better suited for a 2D hydraulic model, we will develop a 2D Rain-on-Grid model utilizing data gathered from previous tasks. With a 2D Rain-on-Grid model, the area is modeled using a computational mesh rather than a series of cross sections down the longitudinal axis of the stream reach, as is done in a 1-D model. The mesh consists of computational cells that are assigned elevations and roughness values at the cell faces that represent the topographic surface and frictional characteristics of the area, respectively. Cell sizes will be selected to be small enough to provide increased resolution in water surface elevations, velocities, and flows d. If additional model development is required to address other changed conditions not reflected in the model, these tasks will be performed as Additional Services 4. Conceptual-Level Evaluation of Alternatives a. Evaluate conceptual-level alternatives relating to the potential reduction of flood risk and floodplain mapping extents in the Project area. Each conceptual level scenario will be modeled individually. Evaluation will include up to two (2) scenarios to determine if the potential for reduction of flood risk and floodplain mapping extents is possible b. This scope includes coordination with Hawkins-Weir to document potential channel improvement conditions, the analysis results, evaluated alternatives and potential improvements to reduce floodplain extents for the Project area. If Hawkins-Weir chooses to evaluate additional alternatives, this scope of services may be modified to address more tasks as Additional Services 5. Reporting a. This scope includes preparation of a report or technical memorandum of the final analysis results and evaluated alternatives to document potential improvements to flood elevations and extents for the Project area b. Floodplain information will be prepared to FEMA's Floodplain Boundary Standards and DFIRM format C. Conceptual Improvement Recommendations Phase 1. Assist Olsson with identifying an evaluating up to three (3) conceptual channel improvement recommendations, with one of the three alternatives being cleaning and restoring the existing earthen channel 2023005 Scope of Services.dou Page 3 of 5 Scope of Services Van Buren Town Ditch Engineering Study Van Buren, Arkansas HWEI Project No. 2023005 January 22, 2026 2. Prepare quantity take-offs and cost estimates for each of the proposed alternatives 3. Assist Olsson with preparation of a report or technical memorandum identifying and evaluating the conceptual channel improvement recommendations 4. This Scope of Work includes attending one (1) meeting or conference call with the City of Van Buren and/or Western Arkansas Planning and Development District (WAPDD). If requested, additional meetings can be performed as Additional Services D. Exclusions to the Scope of Services The services provided by Hawkins-Weir do not include the preparation of the following: 1. Wetlands determination and evaluation 2. Geotechnical testing of the site for development of design improvements 3. Conceptual, Preliminary, or Final Design Drawings and/or Specifications 4. Bid solicitations 5. Design of franchise utility relocation plans or service extensions including gas, communication, and electrical service 6. Public hearings 7. Title Research for current deed of record and easements 8. Coordination with other local, state, or federal agencies that may have a regulatory jurisdiction over the Project area, such as the Arkansas Natural Resources Division, US Fish and Wildlife, USACE, etc. unless identified in the Project scope specifically. If needed, coordination with other agencies may be performed as Additional Services 9. Applications and fees to FEMA for Letters of Map Change, and/or permits, applications, drainage reports, or fees required by local, state, or federal agencies that may have a regulatory jurisdiction over the Project area or on the Property Enclosures: Project Limits Exhibit 2023005 Scope of Services.docx Page 4 of 5 Z: 23 2023005 VAN BUREN TOWN-DITCH ENGINEERING STUDY DRAWINGS EXHIBIT.DWG, 1 17 2023 8:06 AM MIKE HENSON. LAYOUTI 1 E p0 P M, — i € E e .c 1 .r B i VAN BUREN CITY LIMITS, ' 64' RIVER ROAD EAST #i Q � � et „miat PROJECT AREA pw HAWKINStWEIR TOWN DITCH ENGINEERING STUDY • OVERFLOW STRUCTURE ENGI NEERS, INC. PROJECT LIMITS • STRUCTURE FahSmim ayekviile kRoak - UTILITY CROSSING (479)4711227 1(a7�2a2e I(479)a5s220e I(MI)37"M FOR: THE CITY OF VAN BUREN www.hawkinS-weir.com JANUARY 2023 1 SCALE: 1"=1000' 1 2023005 HAWKINS-WEIR ENGINEERS.INC. AGREEMENT FOR PROFESSIONAL SERVICES CITY OF VAN BUREN,ARKANSAS Project Number: 2023005 1003 BROADWAY Authorized by: MAYOR JOSEPH HURST VAN BUREN,ARKANSAS 72956 Project Manager: J.KYLE SALYER,P.E.,P.S. PHONE: (479)474-1541 Date: JANUARY 22,2026 Description of Work: ENGINEERING SERVICES ASSOCIATED WITH THE SURVEY FLOODPLAIN MODELING/ EVALUATION,AND CONCEPTUAL IMPROVEMENT RECOMMENDATIONS OF A DOWNSTREAM PORTION OF THE TOWN DITCH 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 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: LUMP SUM FEE $99,400.00,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, its officers, directors, partners, owners, shareholders, assigns, employees,and subconsultants liability for the Client's damages arising out of the Project from any cause or causes,including but not limited to the negligence,professional errors or omissions,strict liability or breach of contract,or warranty express or implied,of HWEI or HWEI's officers, directors,partners,owners,shareholders,assigns,employees and subconsultants,to a maximum limited to the amount of insurance held by HWEI. HWEI shall provide General Liability and Professional Liability insurance certificates naming Client as additional insured. 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 AND SCOPE OF SERVICES ACCEPTED THIS DAY OF 2026 OR ❑ Verbal Authorization Received to Proceed with services CITY OF VAN BUREN,ARKANSAS JANUARY 22,2026 ORGANIZATION,COMPANY,PR INDIVIDU ACCEPTING DATE RESPONSIBILITY FOR PAYM R SE RED BY 4?- awkin -Weir Engineers,ifnc. • PO BOX 648 • VAN BUREN,ARKANSAS 72957 • PHONE(479)474-1227 • FAX(479)474-8531 • 211 NATURAL RESOURCES DRIVE• LITTLE ROCK,ARKANSAS 72205•PHONE(501)374-4846 • 506 EAST MILLSAP ROAD • SUITE 103 • FAYETTEVILLE,ARKANSAS • PHONE(479)455-2206 • 403 GARRISON AVENUE • FORT SMITH,ARKANSAS 72901 • PHONE(479)242-4685 -