RES NO 09-03-2020 CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO.?-3-2020
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 received Federal-aid Transportation Alternatives
Program grant funds for a Downtown Streetscape Project; and
WHEREAS, the Downtown Streetscape and Drainage Improvements project requires a drainage
evaluation and report to address necessary storm water drainage improvements affecting
the downtown; and
WHEREAS, storm drainage lines in the system need to be cleaned and inspected to complete the
evaluation of the downtown storm drainage system.
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 Downtown Drainage Cleaning and CCTV Inspection Project.
Payment shall not exceed $27,000.00 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 4-1 for and L)against,the foregoing Resolution at its regular meeting
held on the 28th day of September 2020.
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Joseph P. Hurst
Mayor
ATTESTED: :l 1 PR t ED • TO F I RM:
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Ph is Thomas Candice A. Settle
City Clerk/Treasurer City Attorney
HAWKINS/411/
ENGINEERS, N C .
Engineering Client Success
September 8, 2020
Honorable Joseph Hurst, Mayor
City of Van Buren, Arkansas
1003 Broadway
Van Buren, Arkansas 72956
Re: Agreement for Professional Services
Downtown Drainage Cleaning and CCTV Inspection Project
Van Buren,Arkansas
HWEI Project No.2020092
Dear Mayor Hurst:
We appreciate the opportunity to submit this proposal for engineering services associated
with the Downtown Drainage Cleaning and Closed-Circuit Television (CCTV) Inspection Project
along North and South 2nd Street for the City of Van Buren, Arkansas.
Enclosed, please find a Scope of Services task list detailing the Basic Services proposed
for this project. The project will include the development of a bid package to clean and inspect
the storm drain line along North and South 2nd Street from Washington Street to Sycamore Street.
The scope of service includes a project limits exhibit map that further illustrates the location of the
improvements.
In summary, our services will consist of the following phases Field Survey, Final Design,
Advertisement & Bidding, and Construction Management. Our deliverables will include
specifications and detailed plans for the cleaning and inspection project.
The Scope of Services task list for this project also identifies several exclusions or items
not included in our proposal or items to be provided by others.
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, Inc. The not to exceed fee for these services is $27,000.00 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 our standard hourly rates. A copy
of our Standard Hourly Billing Rate Structure is enclosed.
110 So. 7th Street • P.O. Box 648 • Van Buren, AR 72957 • Ph: (479)474-1227 • Fax:(479)474-8531
2 11 Natural Resources Drive • Little Rock, AR 72205 • Ph: (501)374-4846
438 East Millsap Road • Suite 200 • Fayetteville, AR 72703 • Ph:(479)455-2206
403 Garrison Avenue • Suite 1(11 • Fort Smith, AR 72901 • Ph: (479)242-4685
2020092\JHO90820K5.docx —
Honorable Joseph Hurst, Mayor
Page 2
September 8, 2020
Reimbursable Expenses, including subconsultant fees, incurred in connection with all
Basic and Additional Services will be charged based on their actual cost. We recommend that
you budget an additional$500.00 for the following reimbursable expenses:ARKUPS utility locate
fees and reproduction costs. We do not anticipate any other subconsultants on the project at this
time. We will invoice you monthly for Basic Services and Reimbursable Expenses.
We will commence this work immediately upon your authorization to proceed, and
complete the work within 30 days. 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.
Should you have any questions, comments, or require additional information, please do
not hesitate to call.
Sincerely yours,
HAWKINS-WEIR ENGINEERS, INC.
J. Kyle Salyer, P.E., P.S.
J KS/mcw
Enclosures: Scope of Services (3 pages)
Agreement for Professional Services—Two (2) copies
cc: Mr. Wally Bailey, City of Van Buren
Ms. Becky Home, Hawkins-Weir Engineers, Inc.
2020092\JHO90820KS.docx
wwm hawkirrs-weir.corn
Scope of Services
Cleaning and CCTV Evaluation
Downtown Streetscape and Drainage Improvements Project
HWEI Project No. 2020092
September 8, 2020
Hawkins-Weir Engineers, Inc. (HW)proposes to provide the following engineering design services
for the referenced Downtown Streetscape and Drainage Improvements project in the City of Van
Buren. Unless otherwise noted the limits of the project are limited to the storm drain line depicted
on the attached Exhibit.
A. Field Survey Phase
1. Research available record drawings of existing storm drain system
2. Perform a field and utility location survey of the existing drainage structures along the
storm drain line identified by the City of Van Buren
3. Perform a topographic survey of the site, including critical spot elevations on existing
improvements such as drainage pipe flow lines, curbs, pavement, and drainage structure
improvements
4. Coordinate with Arkansas One-Call for the marking of existing utilities and tie them down
as part of the survey work based on the locations marked in the field by the utility owner
5. Prepare a scaled drawing in AutoCAD format
d B. Final Design Phase
1. Prepare final plans of the storm drain line to be cleaned and inspected
2. Prepare final contract documents and specifications for performance-based storm drain
line cleaning and closed-circuit television (CCTV) inspection or incorporate specification
notes into the plan sheets
3. Perform internal Quality Assurance/Quality Control review
C. Advertisement and Bidding
1. Prepare the project advertisement for the Owner's use
2. Address questions and comments from perspective bidders and prepare any necessary
addendums to the Bidding Documents
3. Attend and conduct the bid opening including the preparation of a certified tabulation of
bids and recommendation to the Owner
4. Assist the Owner with the assembly and execution of contract documents
D. Construction Management Services
1. Participate in a prework conference for the cleaning and CCTV inspection activities
2. Assist in the review of change orders during cleaning and CCTV inspection of the existing
storm drain system
2020092 Scope of Services 090820 Page 1 of 3
Scope of Services
Cleaning and CCTV Evaluation
Downtown Streetscape and Drainage Improvements Project
HWEI Project No. 2020092
September 8, 2020
3. Provide Periodic Observation of the cleaning and CCTV activities
4. Prepare a report summarizing observations from the closed-circuit television data and
Pipeline Condition Assessment reports to be provided by the Contractor
5. Prepare Record Drawings for the storm drainage system
E. Exclusions to the Scope of Services
The design services provided by Hawkins-Weir do not cover the preparation of the following:
1. Boundary Surveys
2. Abstract, deed or easement research
3. Preparation of deed or easement descriptions
4. Coordination with Union Pacific Railroad or solicitation of UP construction permitting
5. Evaluation of storm drain material or structural conditions, flow capacity, or remaining
useful life
6. Environmental assessment or evaluation of the site
7. Design of storm drainage improvements or utility relocation plans
8. Architectural, electrical, mechanical, or structural design of buildings, canopies, retaining
walls, delivery docks, etc.
9. As-Built survey of the final improvements
10. Project advertisement fees
11. Structural design
Attachment: Exhibit 1 — Project Limits
2020092 Scope of Services 090820
Page 2 of 3
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EXHIBIT 1
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PROJECT LIMITS
D CLEANING AND CCTV INSPECTION
0 0 FOR: CITY OF VAN BURBUR (,E ARKANSAS 11 MI
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DATE: SEPT. 2020 SCALE: 1=200' JOB NO.2020092
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HAWKINS-WEIR ENGINEERS.INC.
AGREEMENT FOR PROFESSIONAL SERVICES
CITY OF VAN BUREN,ARKANSAS HWEI Project Number: 2020092
1003 BROADWAY Authorized by:JOE HURST,MAYOR
VAN BUREN,ARKANSAS 72956 Project Manager: J.KYLE SALYER,P.E.,P.S.
PHONE: (479)474-1541 Date: SEPTEMBER 8,2020
Description of Work: DOWNTOWN DRAINAGE CLEANING AND INSPECTION ALONG 2ND STREET IN VAN
BUREN,ARKANSAS
ENERAL: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.
COPE 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
ilnformation supplied by the Client in performing services hereunder.
ERMITS: Client shall furnish all approvals and permits for all governmental authorities or other entities having jurisdiction.
A
EUSE OF DOCUMENTS: All documents including drawings,specifications and reports prepared by or furnished by HWEI pursuant to this
greement are instruments of service with regard to the work being performed and HWEI shall retain an ownership and property interest therein.Client
ay 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
'ithout written authorization by HWEI shall be at Client's sole risk and Client shall hold HWEI harmless and without liability.
OOMPENSATION FOR SERVICES:HWEI shall be compensated for services rendered under this Agreement as follows:
ii
HOURLY,NOT TO EXCEED S27,000.00,PLUS SUBCONSULTANT FEES AND 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.
GHTS:Nothing in this Agreement shall be construed to give any rights or benefits in this Agreement to anyone other than Client and HWEI,and
ties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of Client and HWEI and not for the benefit
any other party.
ATTACHMENTS:LETTER PROPOSAL:CURRENT HWEI STANDARD BILLING RATE SCHEDULE
ACCEPTED THIS DAY OF ,2020 OR Ti Verbal Authorization Received to Proceed with services -
CITY OF VAN BUREN,ARKANSAS SEPTEMBER 8,2020
ORGANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING DATE
RESPONSIBILITY FOR PAYMENT FOR SERVICES RENDERED V
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/5e-15.04
BY KO
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 72703 • PHONE(479)455-2206 •
• 403 GARRISON AVENUE,SUITE 101 • FORT SMITH,ARKANSAS 72901 • PHONE(479)242-4685 •
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 N $ 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) $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
(D 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.
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