RES NO 03-01-2022 CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO.03 - 01 -2022
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 street improvements within the
City at Pointer Trail West and Legacy Boulevard Street; and
WHEREAS, the Pointer Trail West and Legacy Boulevard Street Improvement Project requires
professional engineering, project management, and inspection services; and
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 a contract (Exhibit "A") with Hawkins-Weir
Engineers, Inc. to provide engineering services for the Pointer Trail West and
Legacy Boulevard Street Improvements Project. Payment for such engineering
services shall not exceed $72,470.00.
IN WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did
pass, approve, and adopt, by a vote of (o for and 0 against, the foregoing Resolution at its
regular meeting held on the 28th day of March 2022.
Joseph urst
Mayor
ATTESTED: APPROVED AS TO FORM:
P U7YxWJ
Phyllis Thomas Jacob Howell
City Clerk/Treasurer City Attorney
HVVHAWKINS 1WE I R
ENGINEERS , I N C .
Engineering Client Success
March 15, 2022
Honorable Joseph Hurst, Mayor
City of Van Buren, Arkansas
1003 Broadway
Van Buren, Arkansas 72956
Re: 2022 Van Buren Street Overlays
Pointer Trail West and Legacy Boulevard Street Improvements
HWEI Project No. 2022027
Dear Mayor Hurst:
We appreciate the opportunity to submit this proposal to provide engineering services
associated with the Pointer Trail West and Legacy Boulevard Street Improvements Project for the
City of Van Buren, Arkansas.
Enclosed, please find a scope of services task list detailing the proposed Basic Services.
The attached scope of services includes a list of items that are excluded from this Agreement.
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$72,470.00 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 are included in the estimated fee defined above. We anticipate
the reimbursable expenses at$1,970.00 for services such as printing and utility location services.
No subconsultant services are anticipated for this project.
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. We will complete the work within 120 calendar 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.
110 So.7th Street • P.O. Box 648 • Van Buren, AR 72957 • Ph: (479)474-1227 • Fax: (479)474-8531
211 Natural Resources Drive • Little Rock,AR 72205 • Ph: (501)374-4846
438 East Milisap Road • Suite 200 • Fayetteville, AR 72703 • Ph: (479)455-2206
403 Garrison Avenue • Suite 101 • Fort Smith, AR 72901 • Ph: (479)242-4685
fitAf
Honorable Joseph Hurst, Mayor
March 15, 2022
Page 2
We have not included in this proposal any services involving construction management or
inspection services and understand these services will be negotiated in a future contract
amendment.
This proposal letter together with the attached Scope of Services and 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 to discuss the project.
Sincerely,
HAWKINS-W ENGINEERS, INC.
ryE. Y , .E.
LEY/Ihc
Enclosures: Agreement for Professional Services—Two (2) copies
Scope of Services— Figure 1 and Figure 2
Standard Hourly Billing Rate Structure, effective March 13, 2022
cc: Ms. Becky Home
www.hawkins-we ir.co ni
HAWKINS-WEIR ENGINEERS,INC.
AGREEMENT FOR PROFESSIONAL SERVICES
ITY OF VAN BUREN HWEI Project Number: 2022027 p
1003 BROADWAY Authorized by: MAYOR JOSEPH HURST
VAN BUREN,AR 72956 Project Manager: LARRY YANCEY
PHONE: 474-474-1541 Date: MARCH 15,2022
Description of Work: POINTER TRAIL WEST AND LEGACY BOULEVARD STREET IMPROVEMENTS
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(NTE)$72,470.00,INCLUDING ANY APPLICABLE 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
tine 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 RATES SCHEDULE
ACCEPTED THIS DAY OF 2022 OR Verbal Authorization Received to Proceed with services
CITY OF VAN BUREN,ARKANSAS MARCH 15,2022
ORGANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING ATE
RESPONSIBILITY FOR YMENT FOR RENDERED
e::::_z
BY
Hawki -W ' ngineers,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 •
I
HAWKINS-WEIR ENGINEERS,INC.
AGREEMENT FOR PROFESSIONAL SERVICES
CITY OF VAN BUREN HWEI Project Number: 2022027
1003 BROADWAY Authorized by: MAYOR JOSEPH HURST
VAN BUREN,AR 72956 Project Manager: LARRY YANCEY
PHONE: 474-474-1541 Date: MARCH 15,2022
Description of Work: POINTER TRAIL WEST AND LEGACY BOULEVARD STREET IMPROVEMENTS
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(NTE)$72,470.00,INCLUDING ANY APPLICABLE 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
1111
e 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
eceipt 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
lowed 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.
RIGIJTS: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 LE H ER PROPOSAL,CURRENT HWEI STANDARD BILLING RATES SCHEDULE
ACCEPTED THIS DAY OF ,2022 OR Verbal Authorization Received to Proceed with services
CITY OF VAN BUREN,ARKANSAS MARCH 15,2022
ORGANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING TE
RESPONSIBILITY FOR P YMENT FOR ERVICES RENDERED
BY
Haw in r 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 •
Scope of Services
Pointer Trail West and Legacy Boulevard Street Improvements
HWEI Project No. 2022027
March 15, 2022
Hawkins-Weir Engineers, Inc. (HW) will provide the following engineering design services for the
referenced street overlay project. The project includes approximately 8,220 feet of street
improvements along Pointer Trail West (2,850 LF), Legacy Boulevard (2,420 LF) and Durango
Drive (2,950 LF). The limits of the project are shown on Figure 1 and Figure 2.
A. Field Survey Phase
1. Establish base line (with references) along existing roadway. Identify stationing
on centerline at 100 foot intervals. For areas other than reconstruction, field
instrument survey will not be conducted, but street length and width will be field
measured.
2. Utilize the latest version of the City Aerial Mapping Planimetrics for illustrating all
structures, streets, driveways, storm drains and other features within the right-of-
way and show on plans without stations or dimensions. Areas of reconstruction
shall be accurately located and dimensioned except that stationing of curb
repair/replacement is not required.
3. Set temporary bench marks where applicable.
4. As needed for any reconstruction, coordinate with Arkansas One-Call for the
marking of existing utilities. Using utility field survey data, plot existing utilities on
plans without stations or dimensions, except as needed for reconstruction and/or
relocation.
5. Prepare a scaled drawing in AutoCAD format.
B. Preliminary Design Phase
1. Prepare preliminary plans showing all existing facilities. Horizontal scale of
drawings to be 1 inch equals 50 feet or larger and vertical scale to be 1 inch equals
5 feet. Note:
• Design accessible ramps at curb returns only where sidewalk exists.
2. Prepare preliminary detail sheets.
3. Prepare a draft copy of specifications and contract documents or incorporate
specification notes into the plan sheets.
4. Prepare a preliminary cost estimate.
5. Participate in review meeting with the Owner.
C. Final Design Phase
1. Prepare final plans of the street improvements.
2. Prepare final specifications and contract documents or incorporate specification
notes into the plan sheets.
2022027\Proposal\Scope of Services Page 1 of 2
Scope of Services
Pointer Trail West and Legacy Boulevard Street Improvements
HWEI Project No. 2022027
March 15, 2022
3. Prepare a final cost estimate.
4. Participate in a review meeting with the Owner.
5. Perform internal Quality Assurance Quality Control review.
6. Submit Final Design Package (Plans, Specifications and Estimate) to the Owner.
D. Advertisement and Bidding
1. Prepare the project advertisement including placing advertisement in a local paper.
2. Address questions and comments from perspective bidders and prepare any
necessary addendums to the contract documents.
3. Attend and conduct the bid opening and prepare a certified tabulation of bids and
recommendation to the Owner.
4. Assist the Owner in negotiating with the Contractor and coordinating the assembly
and execution of contract documents.
E. Exclusions to the Scope of Services
The design services provided by Hawkins-Weir do not cover the preparation of the following:
1. Construction phase and inspection services.
2. Boundary Surveys
3. Deed or easement research.
4. Preparation of deed or easement description.
5. Environmental assessment and evaluation of the site.
6. Construction layout staking for the Contractor, except that HW will provide two (2)
construction control points.
7. Landscaping, tree planting, and irrigation design services.
8. Design of utility relocation plans.
9. Design of lighting systems.
10. As-Built survey of the final improvements.
11. Off-site drainage improvements
Attachments: Figure 1 and Figure 2 — Project Limits
2022027\Proposal\Scope of Services Page 2 of 2
Standard Billing Rate Structure
For Hourly Fee Based Contracts
Hawkins-Weir Engineers,Inc.
Effective March 13,2022 through August 13,2022(1)
Engineer
Engineer VII $ 215 Per Hour
Engineer VI $ 195 Per Hour
Engineer V $ 175 Per Hour
Engineer IV $ 150 Per Hour
Engineer III $ 130 Per Hour
Engineer II $ 115 Per Hour
Engineer I $ 100 Per Hour
Engineering Technician
Designer I $ 110 Per Hour
Technician IV $ 95 Per Hour
Technician III $ 85 Per Hour
Technician II $ 75 Per Hour
Technician I $ 65 Per Hour
Field Technician-Field Inspector
Resident Project Representative(RPR) $ 120 Per Hour
Inspector II $ 85 Per Hour
Inspector I $ 75 Per Hour
Field Surveying
GPS Survey $ 175 Per Hour
Surveyor $ 125 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) $0.585 per mile effective 1/1/22
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
(1)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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