RES NO 03-03-2018 CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. 3 - 3 -2018
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 improvements within the City
to include streets, drainage, bridges and sidewalks; and
WHEREAS, in order to commence the projects and to seek grant funding,the City is in need of
professional engineering services for the development of plans and designs, cost
estimates,and supervision 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 preliminary
engineering and designs,and cost estimates for the above listed projects. Payment for
such engineering services shall not exceed$25,000.00 plus any applicable 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 v against, the f• -toing Resolution at its regular meeting
held on the 26th day of March 2018.
Aft,
Robert D. Fre- ••- u �\
Mayor
ATTESTED: • PP.'OVE Pi. :4S S FORM:
s'� ,
PhL-7)is Thomas Candice A. Settle
City Clerk/Treasurer City Attorney
Hilly IF SKI
N S AWE
ENGINEERS , I N C .
Engineering Client Success
March 5, 2018
Honorable Bob Freeman, Mayor
City of Van Buren, Arkansas
1003 Broadway
Van Buren, Arkansas 72956
Re: Conceptual Planning for 2018 Capital Improvement Program
HWEI Project No. 2018032
Dear Mayor Freeman:
We appreciate the opportunity to submit this proposal for engineering services associated
with conceptual planning for the 2018 Capital Improvement Program for the City of Van Buren,
Arkansas.
Our Basic Services will consist of conceptual planning for various projects that you may
identify as part of the City's 2018 Capital Improvement Program. These services may include
preliminary engineering, surveying, cost estimating, and assisting with the preparation of any
funding applications.
Our Basic Services does not include our preparation of Final Design Documents (i.e.
Plans, Specifications, and Contract Documents), assistance during bidding or negotiating, or
construction management services. We presume that once a project is appropriated by the City
or a funding agency that we will separate this project individually and negotiate an agreement for
these engineering 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, plus any applicable Reimbursable Expenses. Our fee for these Basic Services will
not exceed $25,000.00 without your written authorization. A copy of our Standard Hourly Billing
Rate Structure is enclosed.
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 .
do not anticipate any Reimbursable Expenses at this time, and will advise you if this situation
changes before authorizing any such expenses or subconsultant services.
110 5o 7th Street • PO. Box 648 • Van Buren,AR 72957 • Ph. (479)474 127 • ; 3s,. 479)474-3531
211 Natural Resources Drive • Little Rock, AR 72205 • Ph- i 501)374-4346
438 East Millsap Road • Suite 107 • Fayetteville,AR 72703 • Ph. (479)455-2206
403 Garrison Avenue • Suite 101 Fort Smith,AR 72901 • (479)242-4685
2018032\BF030218BP.docx www. 'hnT'kiug-?c7eir.carn
iitAt
Honorable Bob Freeman, Mayor
Page 2
March 5, 2018
We will commence this work immediately upon your identification of a project and
authorization to proceed, and complete the work in accordance with the schedules that you
establish. 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 enclosed 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, comments, or require additional information, please do not
hesitate to call.
Sincerely,
HAWKINS-WEIR ENGINEERS, INC.
fat 6 . ectut. •
Brett D. Peters, P.E.
BDP/gch
Enclosures: Agreement for Professional Services —Two (2) copies
Standard Hourly Billing Rate Structure, effective January 1, 2018
cc: Lisa Huckelbury
www.hawkins-weintoni
2 018 032\B F 030218 B P.d o cx
Standard Billing Rate Structure
For Hourly Fee Based Contracts
Hawkins-Weir Engineers,Inc.
Effective January 1,2018 through August 18,2018
Engineer
Engineer VII $ 185 Per Hour
Engineer VI $ 165 Per Hour
Engineer V $ 155 Per Hour
Engineer IV $ 135 Per Hour
Engineer III $ 120 Per Hour
Engineer II $ 105 Per Hour
Engineer I $ 85 Per Hour
Engineering Technician
Designer II $ 100 Per Hour
Designer I $ 75 Per Hour
Technician IV $ 85 Per Hour
Technician III $ 75 Per Hour
Technician II $ 60 Per Hour
Technician I $ 55 Per Hour
Field Technician-Field Inspector
Inspector II $ 75 Per Hour
Inspector I $ 60 Per Hour
Field Surveying
GPS Survey $ 175 Per Hour
Administrative
Business Manager $ 85 Per Hour
Expert Witness
Preparation At Engineer's Hourly Rate
Testimony,less than 1/2 day $1,000
Testimony,per Day $2,000
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 $0.545 per mile effective 1/1/18
$0.535 per mile for 2017*
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. ;
A .EEMENT FOR PROFESSIONAL SERVI` 3
CITY OF VAN BUREN,ARKANSAS HWEI Project Number: 2018032
1003 BROADWAY Authorized by:BOB FREEMAN,MAYOR
VAN BUREN,ARKANSAS 72956 Project Manager: BRETT D.PETERS,P.E.
PHONE: (479)474-1541 Date: MARCH 5,2018
Description of Work: 2018 CAPITAL IMPROVEMENT PROGRAM
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,NOT TO EXCEED$25,000.00,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:LETTER PROPOSAL;CURRENT HWEI STANDARD BILLING RATE SCHEDULE
ACCEPTED THIS DAY OF ,2018 OR []Verbal Authorization Received to Proceed with
services
CITY OF VAN BUREN,ARKANSAS MARCH 5,2018
• •gGANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING DATE
• • .SPONSIBILITY FOR PAYMENT FOR SERVICES RENDERED (�
BY , ru b. `
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 *
* 438 EAST MILLSAP ROAD * SUITE 107 * FAYETTEVILLE,ARKANSAS * PHONE(479)455-2206 *