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RES NO 09-02-2020 CITY OF VAN BUREN,ARKANSAS RESOLUTION NO. q - -2020 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 has 2012 Sales Tax Initiative Funds available for the Chad Colley Park Access Road Project; 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 development of plans and specifications for the Chad Colley Park Access Road Project and shall not exceed $ 5,700.00 including 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 0 against, the foregoing Resolution at its regular meeting held on the 28th day of September 2020. Joseph P. Hurst Mayor ATTESTED: V1101 D AS TO FORM: 4)Met 4111-1"iik Phyllis Thomas C. •is-fA�- City Clerk/Treasurer City Attorney • HAWKINS E I R E N G I N E E R S, I N C . Engineering Client Success September 22, 2020 Honorable Joseph Hurst, Mayor City of Van Buren, Arkansas 1003 Broadway Van Buren, Arkansas 72956 Re: Colley Park Access Road HWEI Project No. 2020051 Dear Mayor Hurst: We appreciate the opportunity to submit this proposal to provide engineering services for the Colley Park Access Road for the City of Van Buren, Arkansas. 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 estimated fee for these services is $5,700.00 including 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. A copy of our Standard Hourly Billing Rate Structure is enclosed. Reimbursable Expenses and other subconsultant fees are included in the estimated fee defined above. We anticipate the reimbursable expenses at $1,200.00 for geotechnical testing. We will invoice you monthly for Basic Services and Reimbursable Expenses. Please be advised that our Standard Hourly Rate Structure is reviewed annually and typically adjusted in early August. 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. 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. We have not included in this proposal any services involving construction management or inspection services and understand these services will be negotiated as needed. , 110 So. 7th Street • P.O. Bo\646 • Van Buren, AR 72957 • Ph (479)474-1227 • Fay (479)474-8531 211 Natural Resources Drive • Little Rod. AR 72205 • Ph (501)374-4846 438 East Millsap Road • Suite 200 • Fayettev ille, AR 72703 • Ph: (479)455-2206 403 Garrison Avenue • Suite 101 • Fort Smith, AR 72901 • Ph: (479)242-4685 2020051\JH092220LY.docx www hawking-wcir ccm i Honorable Joseph Hurst, Mayor September 22, 2020 Page 2 This proposal letter together with the 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 concerning this proposal or enclosed information, we will be glad to meet with you and discuss the project. Sincerely, HAWKINS-W ENGINEERS, INC. artyE. YY , . . LEY/Ihc Enclosures: Agreement for Professional Services—Two (2) copies Standard Hourly Billing Rate Structure, effective August 16, 2020 cc: Ms. Becky Home, Business Manager, Hawkins-Weir Engineers, Inc. 2020051WH092220LY.docx r.. ;c hawkir*s-we7r.cont • HAWKINS-WE1R ENGINEERS,INC. AGREEMENT FOR PROFESSIONAL SERVICES CITY OF VAN BUREN HWEI Project Number: 2020051 1003 BROADWAY Authorized by: MAYOR JOSEPH HURST VAN BUREN,AR 72956 Project Manager: LARRY E.YANCEY,P.E. PHONE: 479-474-1541 Date: SEPTEMBER 22,2020 Description of Work: 600-FOOT ROADWAY EXTENSION TO COLLEY PARK 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. AO;ESS: The Client shall provide to Engineer legal access to all properties,public and private,required to perform the services requested. INF ORMATION 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. PEII HITS: Client shall furnish all approvals and permits for all governmental authorities or other entities having jurisdiction. RE SE OF DOCUMENTS: All documents including drawings, specifications and reports prepared by or furnished by HWEI pursuant to this Agrement are instruments of service with regard to the work being performed and HWEI shall retain an ownership and property interest therein.Client maymake 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(NTE)$5,700.00 INCLUDING ANY APPLICABLE REIMBURSABLE EXPENSES OTFLER 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). • !IWEI shall be reimbursed by the client for all travel expenses including meals and lodging at actual cost for travel from the HWEI office. HWEI hall 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;HWEI CURRENT BILLING RATE STRUCTURE s ACCEPTED THIS DAY OF ,2020 OR Verbal Authorization Received to Proceed with services ii CITY OF VAN BUREN,ARKANSAS OR_ ANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING SE ER 2,2020 RESPONSIBILITY FOR PAYMENT FOR SERVICES RENDERED BY H s- it En neers,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 200 • FAYETTEVILLE,ARKANSAS 72703 • PHONE(479)455-2206 • • 403 GARRISON AVENUE,SUITE 101 • FORT SMITH,ARKANSAS 72901 • PHONE(479)242-4685 • t Standard Billing Rate Structure For Hourly Fee Based Contracts Hawkins-Weir Engineers,Inc. Effective August 16,2020 through August 14,2021(') Engineer Engineer VII $ 190 Per Hour Engineer VI $ 175 Per Hour Engineer V $ 160 Per Hour Engineer IV $ 145 Per Hour Engineer III $ 125 Per Hour Engineer II $ 100 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 $ 65 Per Hour Technician I $ 55 Per Hour Field Technician-Field Inspector Resident Project Representative(RPR) $ 120 Per Hour Inspector II $ 75 Per Hour Inspector I $ 65 Per Hour Field Surveying GPS Survey $ 175 Per Hour GPS Mapping Survey $ 95 Per Hour Surveyor $ 85 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(2) $0.575 per mile effective 1/1/20 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 (I)Billing Rates are reviewed and adjusted annually in August. Regardless,any adjustment in Billing Rates will not impact previously negotiated Not To Exceed(NTE)fee amounts without a formal Contract Amendment. (2)To be adjusted periodically to current IRS mileage rate. All Billings are due upon receipt unless prior arrangements for payment have been made.