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RES NO 10-03-2015 CITY OF VAN BUREN,ARKANSAS RESOLUTION NOV - ' -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 AND CONSTRUCTION MANAGEMENT FOR THE 2015 STREET IMPROVEMENT PROJECT FOR THE CITY OF VAN BUREN, ARKANSAS, AND FOR OTHER PURPOSES. WHEREAS, the City of Van Buren, Arkansas desires to make various street improvements; and WHEREAS, the City is in need of engineering oversight and management of the construction of said improvements. 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 and construction management for the 2015 Van Buren Street Improvement Project — Phase I in the amount not to exceed$35,200.00 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 5 for and D against, t•- • -going Resolution at its regular meeting held on the 19th day of October 2015. dab Robert D. • -eman Mayor ATTESTED: P' . I I A 0 FORM: 4)&1-Lk, 6.1A, C,L Barbie Curtis Candi-77'ettle City Clerk/Treasurer City Attorney HAWKINS IWEIR ENGINEERS , I N C . Engineering Client Success • October 9, 2015 Honorable Bob Freeman, Mayor City of Van Buren 1003 Broadway Van Buren, Arkansas 72956 Re: 2015 Van Buren Street Improvements Project Construction Management Proposal — Phase I HWEI Project No. 2015032 Dear Mayor Freeman: We appreciate the opportunity to submit this proposal to perform engineering services associated with the construction of Phase I improvements for the 2015 Van Buren Street Improvements Project. The Phase I improvements include the following streets: Northridge Drive, Poplar Street, and Alma Boulevard. Enclosed, please find a scope of services task list detailing the Basic Services proposed for this project. In summary, our services will consist of providing Construction Administration services including periodic inspection services. 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 $35,200.00 plus 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. Reimbursable Expenses, including subconsultant fees, incurred in connection with all Basic and Additional Services will be charged based on the actual cost. We recommend that you budget an additional $4,000.00 for quality assurance testing, which we will coordinate on behalf of the City of Van Buren. 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. Our construction administration fee is based on a construction contract time of 180 calendar days. If there are changes in scope or protracted construction 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. 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./iQnUkins-u7L',r.co in 2015032/BF100915BM.docx Honorable Bob Freeman, Mayor Page 2 October 9, 2015 If the terms of this proposal for engineering services are acceptable, we will prepare a formal contract amendment for your review and execution. If you have any questions, or require additional information, please do not hesitate to call. Sincerely, HAWKINS-WEIR ENGINEERS, INC. BANC ormick, P.E. BKM/cnc Enclosures: Scope of Services cc: Lisa Huckelbury www.hawkins-weir.co rn 2015032/BF 100915BM.docx Scope of Construction Administration Services 2015 Van Buren Street Improvements Project— Phase I HWEI Project No. 2015032 October 9, 2015 The following outlines the Scope of Services for the construction phase of the referenced project. All work defined under the Construction Phase will be rendered by the Engineer and Consultant in accordance with the original Agreement for Professional Engineering Services between City of Van Buren, Arkansas and Hawkins-Weir Engineers, Inc., dated May 27, 2015. Construction Phase 1. Conduct preconstruction conference with the Contractor and Owner. 2. Provide full-time inspection of critical phase construction work including placement of asphalt overlay and placement of Portland cement concrete for pavement flatwork and drainage structures. Provide periodic (part-time) observation of all other work including site preparation, asphalt milling, pavement patching, pavement striping, and site restoration. 3. Prepare, review and coordinate the dissemination of construction documentation including material submittals, testing results, field orders, and change orders as directed by the Owner. 4. Coordinate and observe all quality assurance testing on behalf of the Owner. 5. Review the Contractor's constructed quantities and prepare monthly pay requests for the Owner's approval. 6. Coordinate and conduct a final inspection with the Contractor and the Owner, and prepare a punch list of deficient construction items for the Contractor to address. 7. Prepare record drawings of the completed project and provide one (1) reproducible hard copy for the Owner's archive. Hawkins-Weir proposes to solicit a minimum of two (2) proposals from local geotechnical testing firms (Consultant) to provide quality assurance (QA) testing during construction. The construction documents require the Contractor to provide all other quality control testing for their work. 2015032/B F 100915 B M.d o cx