RES NO 03-04-2018 CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. 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 to the drainage
on Valley Forge Drive;and
WHEREAS, in order to commence the project,the City is in need of professional engineering services
for the development of plans and designs, cost estimates, and supervision 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 Valley Forge Drive Drainage
Improvement Project. Payment for such engineering services shall not exceed
$18,800.00 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 C against, the foregoing Resolution at its regular meeting
held on the 26th day of March 2018.
AI
Robert D.-reeman (N*
Mayor
ATTESTED: PRI 1 • i TO FO' ' :
Phyl is Thomas a s ce A. e le
City Clerk/Treasurer City Attorney
HAWKINS
JR
E N GnI NE E R S, I N C.
Engineering Client Success
February 16, 2018
Honorable Bob Freeman, Mayor (tal.i City of Van Buren 1003 Broadway
Van Buren, Arkansas 72956
Re: Valley Forge Drainage Improvements
Van Buren, Arkansas
HWEI Project No. 2018018
Dear Mayor Freeman:
Thank you for the opportunity to submit this proposal for providing engineering services
for improvements of approximately 500-feet of drainage channel in Van Buren. Enclosed are the
following documents for your review:
1) Conceptual Cost Estimate
2) Detailed Scope of Services Task List(Exhibit A)
3) Current Hourly Rate Schedule(effective January 1,2018 through August 18,2018)
4) Agreement for Professional Services (2 original copies)
Our fee proposal for the scope of services outlined in Exhibit A is a not to exceed fee of
$18,800 plus reimbursable expenses. Reimbursable expenses incurred in connection with all
Basic and Additional Services will be charged based on their actual cost. We anticipate the
following reimbursable expenses for the project:
ARKUPS Utility Locates $ 300
Document Reproduction and Shipping $ 500
Total $ 800
As clarification, the aforementioned reimbursable expenses are not included in
proposed not to exceed fee. aim -11\
BRETT
BARRY
KYLE �—
• JEREMY
LAARRYY
AARON
JOSH•
AJ
SCOTT f
BLAKE
CHRIS•
STEVE I <
110 So.7th Street • t YES
P.O.Box 648 • Van Buren,AR 72957 • Ph:(479)474-1227 • Fax:(479)474-853SA�—
211 Natural Resources Drive • Little Rock,AR 72205 • Ph:(501)374-4846 "'HtR�—`
438 East Milisap Road • Suite 107 • Fayetteville,AR 72703 • Ph: 479) LE a455-2206 ILEI
403 Garrison Avenue • Suite 101 • 9 f —�L�
Fort Smith,AR 72901 • (479)242-4685
. 2018018/BF021618LY.docx www.hawkins-weir.com
HiAf •
Honorable Bob Freeman, Mayor
Page 2
February 16, 2018
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.
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 or comments concerning this proposal or the enclosed
information, we will be glad to meet with you and discuss it.
Very truly yours,
HAWKINS- EIR ENGINEERS, INC.
Larry E. Ya cey, P. .
LEY/
Enclosures: As Listed
•
7f11Ani R/RF(171F1Fii Y rinrx
www.hawkins-weir.corn
CONCEPTUAL COST ESTIMATE
VALLEY FORGE
DRAINAGE IMPROVEMENTS
HWEI PROJECT NO.2018018
MARCH 21,2018
Item No. Description Quantity/Unit Unit Price Cost
1 Performance and Payment Bond 1 LS $7,500.00 $7,500
2 Site Restoration 1 LS $5,000.00 $5,000
3 Traffic Control 1 LS $1,000.00 $1,000
4 Construction Erosion Control 1 LS $1,000.00 $1,000
5 Clearing and Site Preparation 1 LS $5,000.00 $5,000
6 Remove&Replace Fence 200 LF $25.00 $5,000
7 Slurry Backfill 25 CY $90.00 $2,250
8 Granular Backfill for Trenches 258 CY $30.00 $7,740
9 Aggregate Base Course(Class 7) 75 CY $35.00 $2,625
10 Tack Coat 40 GAL $3.50 $140
11 Asphalt Concrete Surface Course,Type 3 15 TON $110.00 $1,650
12 Curb&Gutter(Type A or Type B) 20 LF $20.00 $400
13 30"RCP Class III 350 LF $80.00 $28,000
14 30"Flared End Section 2 EA $1,200.00 $2,400
15 Ditch Grading 300 LF $15.00 $4,500
16 Concrete Junction Box or Inlet 8 CY $1,000.00 $8,000
17 Concrete Ditch Paving 70 CY $900.00 $63,000
18 Seed Fertilize and Mulch 0.50 AC $2,500.00 $1,250
19 Select Material for Fill Areas 40 CY $18.00 $720
Construction Costs $147,175
Contingency(15%) $20,000
Conceptual Construction Cost Estimate $167,175
Conceptual Drainage Improvements by City of Van Buren
1 Site Restoration 1 LS
2 Traffic Control $1,000.00 $1,000
1 LS $1,000.00 $1,000
3 Construction Erosion Control 1 LS
$1,000.00 $1,000
4 Clearing and Site Preparation 1 LS
5 Slurry Backfill $5,000.00 $5,000
25 CY $90.00 $2,250
6 Granular Backfill for Trenches 25 CY
$30.00 $750
7 Aggregate Base Course(Class 7) 25 CY
8 Tack Coat $35.00 $875
40 GAL $3.50 $140
g Asphalt Concrete Surface Course,Type 3 15 TON $110.00 $1,650
10 Curb&Gutter(Type A or Type B) 20 LF
$20.00 $400
11 Concrete Pavement,Aprons&Swales(6"Thickness) 350 SY $75.00 $26,250
12 30"RCP Class III 300 LF
$80.00 $24,000
13 30"Flared End Section 2 EA
14 Ditch Grading $1,200.00 $2,400
100 LF $15.00 $1,500
15 Concrete Junction Box or Inlet 8 CY $1,000.00 $8,000
16 Seed Fertilize and Mulch 0.50 AC $2,500.00 $1,250
17 Select Material for Fill Areas 20 CY $18.00 $360
Construction Costs $77,825
Contingency(15%) $10,000
Conceptual Construction Cost Estimate $87,825
2018018/CONCEPTUAL COST ESTIMATE '.
EXHIBIT A
SCOPE OF SERVICES
VALLEY FORGE DRAINAGE IMPROVEMENTS
VAN BUREN,ARKANSAS
HWEI PROJECT NO. 2018018
Further Description of Basic Engineering Services and Related Matters.
1. Scope
a. 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.
b. The Basic Design Services shall include the construction documents necessary for
the improvements of approximately 500 feet of drainage channel within Van
Buren, Arkansas as shown on the attached Aerial Photograph Exhibit.
2. Topographic Surveys
a. Establish base line(with references) along proposed drainage improvements. Set
2 monuments along improvements
b. Locate all structures, streets, driveways, storm drains and other features within a
width of 50 feet from centerline of the existing drainage channel from within 50
feet upstream of Lost Bridge Street and 50 feet downstream of Hidden Valley
Street
c. Cross section centerline at 25 foot intervals,plus breaks,for a width of 50 feet to
define existing conditions
d. Profile existing drainage channel
e. Determine flow line elevations of all drainage facilities (pipes, inlets, ditches,
etc.)
f. Set two temporary benchmarks
3. Right-of-Way Surveys
a. Engineer will provide ownership information for properties along project route
including copies of recorded plats and easements
b. Perform field surveys to determine existing monumentation and establish land
lines, ownership lines, and right-of-way and easements
c. Reference existing monuments for replacement after construction
4. Utility Surveys
a. 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
5. Preliminary Design Phase-
a. Prepare preliminary plans, documents and data as follows:
(1) Create a Civil 3D Model and design and layout drainage horizontal and
vertical alignment on plan and profile sheets
(2) Design and prepare typical sections
(3) Prepare plans of street crossings which depict all construction required to
provide a smooth transition from the existing drainage to the proposed
drainage improvements
(4) Perform drainage design calculations and show all existing and proposed
drainage facilities on the plans, on both the plan and profile
(5) Develop typical details to be incorporated into plans
(6) Prepare preliminary storm water and erosion control plans
(7) Prepare cost estimates for preliminary design
(8) Provide design report including calculations and support data
(9) Prepare draft copy of contract documents and specifications
b. Prepare right-of-way plans to include the following:
(1) Identify property lines, existing and proposed rights-of-way and
easements, ownership names, addresses,temporary construction
easements and related information
(2) Provide complete information on plans for, and prepare legal descriptions
for,acquisition of rights-of-way and easements including residual or
severed tracts
(3) Provide tabulation of tracts, ownerships, and areas (permanent and
temporary construction easements)for each acquisition
6. Final Design Phase _
a. Prepare final design calculations,plans,profiles, and cross sections
b. Prepare construction detail
c. Prepare final contract documents and specifications
d. Prepare construction cost estimate
e. Prepare design report to include complete calculations and data
f. Quality Assurance/Quality Control review
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
d
p
times following written authorization to proceed with that phase of services.
Calendar Days After
Phase Receipt of Notice
Preliminary Design Phase 45
Final Design Phase 15
Advertisement and Bidding Phase 30
9. The ENGINEER should anticipate a 10 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.
12. EXCLUSIONS
a. Meetings and notification letters with the private property owners
b. Environmental assessment and evaluation of the site
c. Construction layout staking other than staking outlined in the Survey Phase
d. Design of public or franchise utility relocations
e. Design of offsite drainage improvements beyond limits noted above
f. Signage plans
g. Geotechnical Testing or Evaluation
h. Public hearings
i. As-built survey of final improvements
ATTACHMENT: Aerial Photography of Project Location
tialIk
f
/ / '
1
r
•
•
Ej
N
il.
'N.,\
Ilk•-•-•,:•'•
-' I_ %lir/•-
Otri _:
00_ - t: _ Q)
1.
._
J
Q T.:::,-,
_ ��..+
-
m •
x
Lu
HAWKINS-WEIR ENGINEERS,INC.
AUREEMENT FOR PROFESSIONAL SERVIC,,,5
CITY OF VAN BUREN HWEI Project Number: 2018018
1003 BROADWAY Authorized by: BOB FREEMAN,MAYOR
VAN BUREN,ARKANSAS 72956 Project Manager: LARRY E.YANCEY,P.E.
PHONE: (479)474-1541 Date: FEBRUARY 16,2018
Description of Work: APPROXIMATELY 500-LINEAR FEET OF DRAINAGE CHANNEL IMPROVEMENTS IN THE
VALLEY FORGE NEIGHBORHOOD,VAN BUREN,ARKANSAS
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:
NOT TO EXCEED$18,800.00,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(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;SCOPE OF SERVICES;HWEI CURRENT BILLING RATE STRUCTURE
ACCEPTED THIS DAY OF ,2018 OR Verbal Authorization Received to Proceed with
services
CITY OF VAN BUREN,ARKANSAS FEBRUARY 16,2018
• IIRGANI•ZATION,COMPANY,OR INDIVIDUAL ACCEPTING ATE
' SrOI\rSIBILITY FOR PAYMENT FOR SERVICES RENDERED
i000..
I
Haw ms it En eers,Inc. 1.
▪ f• * 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 * FAYE1-1'hVILLE,ARKANSAS 72703 * PHONE(479)455-2206
* 403 GARRISON AVENUE * SUITE 101 * FORT SMITH,ARKANSAS 72901 * PHONE(479)242-4685 * 1''-
i