RES NO 06-04-2015 CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. ij - 4 -2015
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 FOR THE
CITY OF VAN BUREN, ARKANSAS, AND FOR OTHER
PURPOSES.
WHEREAS, the City of Van Buren,Arkansas desires to make various drainage improvements in the
downtown area within the City; and
WHEREAS, in order to commence,the City is in need of professional engineering services for the
development of plans, designs and cost estimates 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 plans, designs and
cost estimates for the Downtown Drainage Improvement Project. Payment for such
engineering services is $36,000.00 plus reimbursable expenses.
IN WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did pass,
approve, and adopt, by a vote of for and 0 against, the foregoing Resolution at its special meeting
held on the 30th of June 2015.
11116.Robert—B.Freem.
Ma Qr
ATTESTED: A6ROVED AS T t FORM:
4111141k, ll'J ,/
Barbie Curtis CandieA. Sett e
City Clerk/Treasurer City Attorney
HAWKINS
WE IR
E N G I N E E R S , I N C .
Engineering Client Success
June 19, 2015
Honorable Bob Freeman, Mayor
City of Van Buren
1003 Broadway
Van Buren, Arkansas 72956
Re: Downtown Drainage Improvements
HWEI Project No. 2015049
Dear Mayor Freeman:
We appreciate the opportunity to present you with our proposal for providing engineering
services for the Downtown Drainage Improvements Project. These Downtown Drainage
Improvements will consist of the relocation of the City's existing drainage box culvert located below
the Arkansas-Missouri Railroad, and along North 6th and Washington Streets in Van Buren,
Arkansas. This relocation of drainage improvements will facilitate the abandonment of the existing
drainage box culvert and subsequently allow the repair by others of existing cantilever retaining
walls that have failed. We conceptually estimate the construction cost of this project at$0.5 million.
Enclosed are the following documents for your review:
1) Detailed Scope of Services Task List (Exhibit A)
2) Agreement for Professional Services (2 original copies)
Our fee for the proposed scope of services outlined in Exhibit A will be invoiced as a lump
sum fee of$36,000.00 as compensation for services and expenses of principals and employees of
Hawkins-Weir Engineers, plus Reimbursable Expenses. Generally,our proposed scope of services
is for the design and bidding phases of the project. Reimbursable expenses, including
subconsultant fees, incurred in connection with all Basic and Additional Services will be charged
based on their actual cost times a factor of 1.07. We anticipate the following reimbursable
expenses fees for the project:
ARKUPS Utility Locates $ 400
Permit Fees, including Arkansas-Missouri Railroad permit $ 2,000
Document Reproduction $ 500
Advertising $ 350
Sub-Total $ 3,250
7% $ 250
Approximate Total $ 3,500
As clarification,the aforementioned reimbursable expenses are not included in our proposed
lump sum fee. We do not anticipate any subconsultant fees at this time.
no So. 7th Street • P.O. Box 648 • Van Buren, AR 72957 • Ph: (479) 474-1227 • (479) 474-8531
211 Natural Resources Drive • Little Rock,AR 72205 • Ph: (501)374-4846 • Fax: (501)374-4886
www.haw kin s-we ir.com -
2015049/BF061915BP.docx
Honorable Bob Freeman, Mayor
Page 2
June 19, 2015
We will bill you upon completion of the following project milestones based on the
corresponding distribution of engineering fee:
Preliminary Design Phase $18,000.00
Final Design Phase $14,000.00
Bidding Phase $ 4,000.00
We have not included in this proposal any services involving construction management or
inspection services and understand that these services will be negotiated in a future contract
amendment following the award of a construction contract. We suggest that these services be billed
on an hourly rate basis.
This proposal letter together with the enclosed Scope of Services (Exhibit A) 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 comments, please do not hesitate to call.
Sincerely,
HAWKINS-WEIR ENGINEERS, INC.
ems.
Brett D. Peters, P.E.
BDP/gch
Enclosures: Scope of Services (Exhibit A)
Agreement for Professional Services—Two (2) Copies
cc: Lisa Huckelbury
www.haw kips-we ir.co m
2015049/BF061915BP.docx
EXHIBIT A
SCOPE OF SERVICES
DOWNTOWN DRAINAGE IMPROVEMENTS
VAN BUREN, ARKANSAS
HWEI PROJECT NO. 2015049
Further Description of Basic Engineering Services and Related Matters.
1. Scope
The Basic Services of the Engineer are amended or supplemented as indicated
below and the time periods for the performance of certain services are stipulated
as indicated below.
2. Topographic Surveys
a. Establish base line (with references) along existing roadway and drainage
channel. Identify stationing on centerline at 100 foot intervals. Survey a
minimum of 300 feet in all four directions from the center of the
intersections.
b. For areas other than reconstruction, field instrument survey shall be waived
and street length and width may be measured with a measuring wheel.
Establish base line (with references) along existing roadway with centerline
marked at 100 foot intervals.
c. 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.
d. Set temporary bench marks where applicable.
3. Right-of-Way Surveys
a. Right-of-way surveys are included in the project scope due to the project
being a reconstruction project.
4. Utility Surveys and Coordination
a. As needed for any reconstruction, obtain location and size of existing
overhead and underground utilities from the utility companies.
b. Using utility field survey data, plot existing utilities on plans without stations
or dimensions, except as needed for reconstruction and/or relocation.
c. Attend meetings with each affected utility company to discuss necessary
adjustments or relocations and later to discuss their methods and schedule
to accomplish the work.
d. Review utility adjustment plans and costs with City to determine most
feasible combination of street and drainage construction and/or utility
relocation to be utilized. Prepare construction plans as directed by City to
accommodate utility relocations, including identification of utility easements
on right-of-way plans. Final plans shall indicate the location and extent of
proposed utility relocations.
5. Preliminary Design Phase
a. Perform all field surveys necessary as listed above.
b. Prepare plan and profile drawings showing all existing facilities. Horizontal
scale of drawings to be 1 inch equals 40 feet or larger and vertical scale to
be 1 inch equals 5 feet. Include the following information:
(1) Survey data, centerline and stations, existing improvements, existing
right-of-way, and structures.
(2) Existing and proposed pavement sections.
(3) Construct handicap ramps at curb returns only where sidewalk
exists. No sidewalk improvements are to be made beyond the limit
of curb returns unless otherwise needed due to reconstruction.
(4) Provide list of details to be incorporated into plans.
(5) Draft preliminary notes on plans to fully describe the construction
work to be performed.
c. Prepare draft copy of the construction specifications and special conditions.
d. Prepare cost estimates for preliminary design.
e. Provide design report including calculations and support data.
6. Final Design Phase
a. Prepare final design calculations, plans, profiles, details, paving sections,
cross sections, and other items.
b. Prepare construction details which depict all typical items, including but not
limited to, curbs, drainage inlets and junction boxes, underdrains,
driveways, sidewalks and pavement markings.
c. Prepare final copy of the construction specifications and special conditions.
d. Calculate final construction quantities and prepare construction bid
proposal form.
e. Prepare a recommendation of construction contract time.
f. Prepare construction cost estimate.
g. Prepare Arkansas-Missouri Railroad permit.
7. Advertisement and Bidding Phase
a. Assist the City in advertising the project for bidding.
b. Prepare any necessary bidding addendums for the project.
c. Assist the City in receiving bids and preparing a bid tabulation for the
project.
d. Review bids and prepare a recommendation to the City for the award of a
construction contract.
e. Assist in the preparation of contract documents for execution between the
City and Contractor.
8. The services specified for the various phases of the Agreement shall be completed
and all stipulated documents shall be submitted to the OWNER within the following
specified times following written authorization to proceed with that phase of
services.
Calendar Days After
Phase Receipt of Notice
Preliminary Design Phase 30
Final Design Phase 30
Advertisement and Bidding Phase 30
9. The ENGINEER should anticipate a 15 calendar day review period by the City staff
between the completion of one phase and the beginning of the following phase.
Additional time may be required for review by agencies.
10. The plans, specifications and contract documents authorized by this Agreement
shall be prepared to allow construction bids to be received and construction to be
performed under one construction contract.
11. Subcontracting of services by the ENGINEER shall have prior approval of the
OWNER.
HAWKINS-WEIR ENGINEERS,INC.
AGREEMENT FOR PROFESSIONAL SERVICES
CITY OF VAN BUREN HWEI Project Number: 2015049
1003 BROADWAY Authorized by: HONORABLE BOB FREEMAN
VAN BUREN,ARKANSAS 72956 Project Manager: BRETT D.PETERS,P.E.
(479)474-8936 Date: JUNE 19,2015
Description of Work: ENGINEERING SERVICES FOR THE DOWNTOWN DRAINAGE IMPROVEMENTS
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-$36,000.00,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 TIMES A FACTOR
OF 1.07(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: PROPOSAL LETTER;SCOPE OF SERVICES
ACCEPTED THIS DAY OF ,2015 OR Verbal Authorization Received to Proceed with
services
CITY OF VAN BUREN JUNE 19,2015
ORGANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING DATE
RESPONSIBILITY FOR PAYMENT FOR SERVICES RENDERED
BY ' WI 6' pP
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(501)374-4846* FAX(501)374-4886*
HAWKINS-WEIR ENGINEERS,INC.
AGREEMENT FOR PROFESSIONAL SERVICES
CITY OF VAN BUREN HWEI Project Number: 2015049
1003 BROADWAY Authorized by: HONORABLE BOB FREEMAN
VAN BUREN,ARKANSAS 72956 Project Manager: BRETT D.PETERS,P.E.
(479)474-8936 Date: JUNE 19,2015
Description of Work: ENGINEERING SERVICES FOR THE DOWNTOWN DRAINAGE IMPROVEMENTS
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-$36,000.00,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 TIMES A FACTOR
OF 1.07(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: PROPOSAL LETTER;SCOPE OF SERVICES
ACCEPTED THIS DAY OF ,2015 OR Verbal Authorization Received to Proceed with
services
CITY OF VAN BUREN JUNE 19,2015
ORGANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING DATE
RESPONSIBILITY FOR PAYMENT FOR SERVICES RENDERED
BY ` itt
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(501)374-4846* FAX(501)374-4886*