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RES NO 12-02-2015 CITY OF VAN BUREN,ARKANSAS RESOLUTION NO. )2• - -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 sidewalk improvements in the vicinity of the Drennen-Scott House within the City; and WHEREAS, in order to commence,the City is in need of professional engineering services for the development of plans and designs, and cost estimates for said project. 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 and designs, and cost estimates for the sidewalk improvements. Payment for such engineering services shall not exceed $16,600.00 plus sub consultant fees and reimbursable expenses. IN WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did pass, approve, and adopt, by a vote of 6 for and d against, the foregoing Resolution at its regular meeting held on the 21st of December 2015. Robert D. Free Mayor ATTESTED: A' ' • I ED AS TO FORM: All 4 thow)-0L. Barbie Curtis _ :''�� ettle City Clerk/Treasurer City Attorney LAA1HAWKINSWEIR E N G I N E E R S , I N C . Engineering Client Success November 18, 2015 Honorable Bob Freeman, Mayor City of Van Buren 1003 Broadway Van Buren, Arkansas 72956 Re: Drennen-Scott House Sidewalk Improvements Van Buren, Arkansas HWEI Project No. 2015105 Dear Mayor Freeman: We appreciate the opportunity to submit this proposal to perform engineering services associated with the Drennen-Scott House Sidewalk Improvements for the City of Van Buren, Arkansas. Enclosed are the following documents for your review: 1) Agreement for Professional Services (2 original copies) 2) Standard Hourly Billing Rate Structure 3) Exhibit A- Detailed Scope of Services Task List In summary, our Basic Services will consist of preparing a Preliminary Design, preparing Final Design Documents including detailed plans and specifications, and providing assistance during Bidding and Negotiation. The scope of services for this project does not include any construction management or resident inspection services. We anticipate negotiating these services in a future contract amendment. Our fee Basic Services, as outlined in Exhibit A, 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 estimated fee for these services is$16,600, 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 their actual cost. At this time, we do not anticipate any reimbursable expenses or subconsultant fees for this project. This proposal letter together with the enclosed documents listed above 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. 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 kills-we ir.coni 2015105/B F 111815 LY.d oc MAI Honorable Bob Freeman, Mayor Page 2 November 18, 2015 If you have any questions or comments concerning this proposal or the enclosed information, we will be glad to meet with you and discuss it. Very truly yours, HAWKINS-WEI ENGINEERS, INC. Larry E. Yanc , .E. LEY/cnc Enclosures: As Listed www.haw kins-we ir.coni 2015105/BF111815LY.doc EXHIBIT A SCOPE OF SERVICES DRENNEN-SCOTT HOUSE SIDEWALK IMPROVEMENTS VAN BUREN,ARKANSAS HWEI PROJECT NO. 2015105 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 sidewalk. b. 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. c. Set temporary bench marks where applicable. 3. Right-of-Way Surveys a. Right-of-way surveys are excluded from the project scope. 4. Coordination a. Using utility field survey data, plot existing utilities on plans without stations or dimensions, except as needed for reconstruction and/or relocation. b. Perform coordination meeting with the Arkansas & Missouri Railroad to determine requirements for a pedestrian crossing. c. Present a variance request to the Planning Commission and Van Buren City Council seeking approval for a sidewalk at the back of curb and gutter for a Class II Collector street. 5. Preliminary Design Phase a. Perform all field surveys necessary as listed above. b. Prepare plan drawings showing all existing facilities. Horizontal scale of drawings to be 1 inch equals 40 feet or larger: (1) Survey data, existing improvements, existing right-of-way, and structures. (2) Existing and proposed sections. (3) Provide list of details to be incorporated into plans. (4) 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. 6. Final Design Phase a. Prepare final design plans, details, sections, cross sections, and other items. b. Prepare construction details which depict all typical items. 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 a construction cost estimate. g. Prepare an 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 15 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: 2015105 1003 BROADWAY Authorized by: BOB FREEMAN,MAYOR VAN BUREN,ARKANSAS 72956 Project Manager: LARRY E.YANCEY,P.E. (479)474-8936 Date: NOVEMBER 18,2015 Description of Work: DRENNEN-SCOTT HOUSE SIDEWALK IMPROVEMENTS FROM MAIN STREET TO SOUTH SIDE OF DRENNEN-SCOTT HOUSE ENTRANCE. 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: • HOURLY,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 their 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: PROPOASL LETTER,SCOPE OF SERVICES,STANDARD HOURLY BILLING RATE SCHEDULE ACCEPTED THIS DAY OF ,2015 OR Verbal Authorization Received to Proceed with services CITY OF VAN BUREN,ARKANSAS NOVEMBER 18,2015 ORGANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING DATE RESPONSIBILITY FOR PAYMENT FOR SERVICES RENDERED BY ‘.`�''� Haw in Engineer nc. * 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* Standard Billing Rate Structure For Hourly Fee Based Contracts Hawkins-Weir Engineers,Inc. Effective August 2,2015 through July 30,2016 Engineer Engineer VII $ 180 Per Hour Engineer VI $ 165 Per Hour Engineer V $ 150 Per Hour Engineer IV $ 135 Per Hour Engineer III $ 120 Per Hour Engineer II $ 105 Per Hour Engineer I $ 80 Per Hour Engineering Technician Designer II $ 100 Per Hour Designer I $ 75 Per Hour Technician III $ 80 Per Hour Technician II $ 70 Per Hour Technician I $ 50 Per Hour Field Technician-Field Inspector Inspector II $ 75 Per Hour Inspector I $ 60 Per Hour Field Surveying GPS Survey $ 175 Per Hour Administrative Staff Business Manager $ 85 Per Hour Administrative Assistant II $ 55 Per Hour Administrative Assistant I $ 40 Per Hour Expert Witness Preparation At Engineer's Hourly Rate Testimony,less than 1/2 day $1,000 Testimony,per Day $1,500 Expenses Reimbursable Expenses and upcharges are determined by the Client Agreement/Contract Subconsultants/Outside Services Express Delivery,Field Supplies,Testing,Review/Filing Fees and Advertising Travel: Hotel and meals Actual Cost Vehicle $0.575 per mile* Reproduction: Outside printing service Actual Cost In-house printing Letter Copy-B&W $ 0.10 Per Copy Letter Copy-Color $ 0.75 Per Copy 22 x 34 Size Copy-B&W $ 3.00 Per Copy 22 x 34 Size Copy-Color $10.00 Per Copy 11 x 17 Size Copy-B&W $ 1.50 Per Copy 11 x 17 Size Copy-Color $ 5.00 Per Copy CD Copy $ 5.00 Per Copy Binding $ 1.00 Each *To be adjusted periodically to current IRS mileage rate All Billings are due upon receipt unless prior arrangements for payment have been made. HAWKINS-WEIR ENGINEERS,INC. AGREEMENT FOR PROFESSIONAL SERVICES CITY OF VAN BUREN HWEI Project Number: 2015105 1003 BROADWAY Authorized by: BOB FREEMAN,MAYOR VAN BUREN,ARKANSAS 72956 Project Manager: LARRY E. YANCEY,P.E. (479)474-8936 Date: NOVEMBER 18,2015 Description of Work: DRENNEN-SCOTT HOUSE SIDEWALK IMPROVEMENTS FROM MAIN STREET TO SOUTH SIDE OF DRENNEN-SCOTT HOUSE ENTRANCE. 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: HOURLY,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 their 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: PROPOASL LETTER,SCOPE OF SERVICES,STANDARD HOURLY BILLING RATE SCHEDULE ACCEPTED THIS DAY OF ,2015 OR Verbal Authorization Received to Proceed with services CITY OF VAN BUREN,ARKANSAS NOVEMBER 18,2015 ORGANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING DATE RESPONSIBILITY FOR PAYMENT FOR SERVICES RENDERED .10 BY / .w eir E meers,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* Standard Billing Rate Structure For Hourly Fee Based Contracts Hawkins-Weir Engineers,Inc. Effective August 2,2015 through July 30,2016 Engineer Engineer VII $ 180 Per Hour Engineer VI $ 165 Per Hour Engineer V $ 150 Per Hour Engineer IV $ 135 Per Hour Engineer III $ 120 Per Hour Engineer II $ 105 Per Hour Engineer I $ 80 Per Hour Engineering Technician Designer II $ 100 Per Hour Designer I $ 75 Per Hour Technician III $ 80 Per Hour Technician II $ 70 Per Hour Technician I $ 50 Per Hour Field Technician-Field Inspector Inspector II $ 75 Per Hour Inspector I $ 60 Per Hour Field Surveying GPS Survey $ 175 Per Hour Administrative Staff Business Manager $ 85 Per Hour Administrative Assistant II $ 55 Per Hour Administrative Assistant I $ 40 Per Hour Expert Witness Preparation At Engineer's Hourly Rate Testimony,less than 1/2 day $1,000 Testimony,per Day $1,500 Expenses Reimbursable Expenses and upcharges are determined by the Client Agreement/Contract Subconsultants/Outside Services Express Delivery,Field Supplies,Testing,Review/Filing Fees and Advertising Travel: Hotel and meals Actual Cost Vehicle $0.575 per mile* Reproduction: Outside printing service Actual Cost In-house printing Letter Copy-B&W $ 0.10 Per Copy Letter Copy-Color $ 0.75 Per Copy 22 x 34 Size Copy-B&W $ 3.00 Per Copy 22 x 34 Size Copy-Color $10.00 Per Copy 11 x 17 Size Copy-B&W $ 1.50 Per Copy 11 x 17 Size Copy-Color $ 5.00 Per Copy CD Copy $ 5.00 Per Copy Binding $ 1.00 Each *To be adjusted periodically to current IRS mileage rate All Billings are due upon receipt unless prior arrangements for payment have been made.