RES NO 02-03-2016 CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. ' -2016
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 construct sidewalks along Rena Road 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 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 and designs,
and cost estimates for said sidewalks. Payment for such engineering services shall not
exceed$55,000.00 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 /0 for and C against, the foregoing Resolution at its regular meeting
held on the 22nd of February 2016.
lin �
Robert I. r-- . -\
Mayor
ATTESTED: AP' OV) AS TO FORM:
4it.6:k&.61(4/1740:-
Barbie Curtis :' e 111.K7ttle
City Clerk/Treasurer City Attorney
HAW K IPAIV
WE I R
ENGINEERS , I N C .
Engineering Client Success
February 17, 2016 HAND DELIVERY
Honorable Bob Freeman, Mayor
City of Van Buren, Arkansas
1003 Broadway
Van Buren, Arkansas 72956
Re: Agreement for Professional Services
Rena Road Sidewalk Improvements
HWEI Project No. 2015121
Dear Mayor Freeman:
We appreciate the opportunity to provide you with our proposal for professional
engineering services associated with the Rena Road Sidewalk Improvements Project for the City
of Van Buren, Arkansas. According to the enclosed Conceptual Cost Estimate and Exhibits A
through C, this project will consist of approximately 4,700 linear feet of concrete sidewalk along
the Rena Road corridor.
Our Basic Services will include the development of Preliminary and Final Design
Documents (i.e. Plans, Specifications, and Contract Documents), assistance during the Bidding
Phase, and Construction Phase services. Our Construction Phase services will include both
construction management and periodic construction observation services. All of our Basic
Services will be performed in accordance with the Arkansas Highway and transportation
Department's (AHTD) Transportation Alternatives Program requirements.
Our fee for Basic Services will be invoiced based on a lump sum method of payment for
services and expenses of principals and employees of Hawkins-Weir Engineers, plus any
applicable Reimbursable Expenses. Our proposed lump sum fee is $55,000.00 based upon the
following proposed distribution:
Preliminary Design Phase $ 10,000
Final Design Phase $ 20,000
Bidding Phase $ 5,000
Construction Phase $ 15,000
TOTAL $ 55,000
Additional services will be provided only upon receipt of written authorization, and these
additional services will be invoiced at our current 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 times a factor of 1.07. We recommend that you budget
$3,000.00 for the following Reimbursable Expenses: ARKUPS Utility Locates, Permit Fees, and
Document Reproduction and Printing Costs. We do not anticipate any subconsultant fees at this
time.
110 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.hawkins-we ir.coin
2015121\BF021716BP.docx
•
Honorable Bob Freeman, Mayor
Page 2
February 17, 2016
We will commence this work immediately upon your approval of this proposal and
authorization to proceed, and complete the design work within three (3) months thereafter. 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.
This proposal letter together with the attached 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 attached 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.
(6(ittt ettuu,„
Brett D. Peters, P.E.
BDP/gch
Enclosures: Agreement for Professional Services —Two (2) Copies
Conceptual Cost Estimate
Exhibits A through C
cc: Lisa Huckelbury
www.haw kris-we ir.coin
2015121\BF021716BP.docx
HAWKINS-WEIR ENGINEERS,INC.
AGREEMENT FOR PROFESSIONAL SERVICES
CITY OF VAN BUREN HWEI Project Number: 2015121
1003 BROADWAY Authorized by: HONORABLE BOB FREEMAN
VAN BUREN,ARKANSAS 72956 Project Manager: LARRY E.YANCEY,P.E.
(479)474-8936 Date: FEBRUARY 17,2016
Description of Work: ENGINEERING SERVICES FOR THE RENA ROAD SIDEWALK IMPROVEMENTS PROJECT
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-$55,000.00,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,CONCEPTUAL COST ESTIMATE,AND EXHIBITS A THROUGH C
ACCEPTED THIS DAY OF ,2016 OR Verbal Authorization Received to Proceed with
services
CITY OF VAN BUREN FEBRUARY 17,2016
ORGANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING DATE
RESPONSIBILITY FOR PAYMENT FOR SERVICES RENDERED 0 �,
BY c1 "`�� ' `th v.
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: 2015121
1003 BROADWAY Authorized by: HONORABLE BOB FREEMAN
VAN BUREN,ARKANSAS 72956 Project Manager: LARRY E.YANCEY,P.E. •
(479)474-8936 Date: FEBRUARY 17,2016
Description of Work: ENGINEERING SERVICES FOR THE RENA ROAD SIDEWALK IMPROVEMENTS PROJECT
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-$55,000.00,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,CONCEPTUAL COST ESTIMATE,AND EXHIBITS A THROUGH C
ACCEPTED THIS DAY OF ,2016 OR Verbal Authorization Received to Proceed with
services
CITY OF VAN BUREN FEBRUARY 17,2016
ORGANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING DATE
RESPONSIBILITY FOR PAYMENT FOR SERVICES RENDERED e �-t 0
BY t'n`�-M ` ..
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*
Conceptual Cost Estimate
Rena Road Sidewalk Improvements
City of Van Buren,Arkansas
HWEI Project No. 2015121
February 17, 2016
ITEM PROJECT PROJECT
NUMBER ITEM UNIT UNIT PRICE QUANTITY COST
201 CLEARING STA $20.00 55 $1,100.00
201 GRUBBING STA $20.00 55 $1,100.00
202 REMOVAL AND DISPOSAL OF CONCRETE SIDEWALK SY $15.00 100 $1,500.00
202 REMOVAL AND DISPOSAL OF CURB AND GUTTER LF $5.00 100 $500.00
210 COMPACTED EMBANKMENT CY $25.00 350 $8,750.00
210 UNCLASSIFIED EXCAVATIONS CY $15.00 100 $1,500.00
303 AGGREGATE BASE COURSE SY $15.00 2690 $40,350.00
505 PORTLAND CEMENT CONCRETE DRIVEWAY SY $55.00 100 $5,500.00
505 PORTLAND CEMENT CONCRETE SIDEWALK LF $45.00 4668 $210,060.00
601 MOBILIZATION LS $10,000.00 1 $10,000.00
603 MAINTENANCE OF TRAFFIC LS $5,000.00 1 $5,000.00
620 SEEDING ACRE $1,000.00 1.93 $1,930.00
620 MULCH COVER ACRE $1,000.00 1.93 $1,930.00
620 WATER M.GAL $7.50 102 $765.00
621 SILT FENCE LF $3.00 5495 $16,485.00
621 INLET PROTECTION EA $25.00 26 $650.00
633 HAND RAIL LF $120.00 160 $19,200.00
634 CURB&GUTTER LF $25.00 60 $1,500.00
637 REMOVE AND REPLACE EXISTING MAILBOX EA $100.00 20 $2,000.00
641 WHEELCHAIR RAMP TYPE 3 EA $600.00 13 $7,800.00
719 TRAFFIC PAINT PAVEMENT MARKING(WHITE 24") LF $10.00 150 $1,500.00
802 CONCRETE RETAINING WALL LF $150.00 160 $24,000.00
SP DOWEL INTO DRAINAGE BOX EA $50.00 14 $700.00
SP DOWEL INTO EXISTING CONCRETE DRIVEWAY EA $50.00 56 $2,800.00
SP ADJUST VALVE BOX RISER TO GRADE EA $100.00 9 $900.00
ESTIMATED CONSTRUCTION COST $367,520
ENGINEERING DESIGN AND INSPECTION $55,000
CONTINGENCY $38,000
TOTAL ESTIMATED PROJECT COST $460,520
HAWKINS-WEIR ENGINEERS, INC.
P-3/1tht b. eaw
Brett D. Peters, P.E.
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