RES NO 03-02-2022 CITY OF VAN BUREN,ARKANSAS
RESOLUTION NO. 63 - 0.2 -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 parking lot improvements within
the City at Washington Street,North 5th and 6th Streets; and
WHEREAS, the Downtown Van Buren Parking Lot Improvements 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 Downtown Van Buren
Parking Lot Improvements Project.Payment for such engineering services shall not
exceed $23,400.00.
IN WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did
pass, approve, and adopt, by a vote of ( for and o against, the foregoing Resolution at its
regular meeting held on the 28th day of March 2022.
e 2%-`4
seph P Hurst
ayor
ATTESTED: APPRO S TO FORM:
(/
P lis Thomas owell
Y
City Clerk/Treasurer City Attorney
a
/14A1 HAW Ki N S AWE I R
ENGINEERS, 1 N C .
Engineering Client Success
January 18, 2022
Honorable Joe Hurst, Mayor
City of Van Buren, Arkansas
1003 Broadway
Van Buren, Arkansas 72956
Re: Agreement for Professional Services
Downtown Van Buren Parking Lot Improvements
HWEI Project No. 2021141
Dear Mayor Hurst:
We appreciate the opportunity to submit our proposal for engineering services associated
with the Downtown Van Buren Parking Lot Improvements project.
Enclosed, please find a Scope of Services task list detailing the Basic Services proposed
forthis project. In summary, our Basic Services will consist of a Survey Phase including boundary,
topographic, and utility surveys; Preliminary and Final Design Phases including detailed plans for
the construction of the proposed parking lot improvements; and Advertising and Bidding Phase
services. Our proposed fee does not include any services performed during the construction
phase of the project. It is our understanding that you prefer to handle those services separately
on an on-call basis, and we propose that they be billed separately based on our Standard Hourly
Billing Rates as needed.
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 $23,400.00 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.
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 $3,000.00 for the following reimbursable expenses: ARKUPS utility
locate fees, printing and reproduction costs, shipping costs, and geotechnical testing We do not
anticipate any additional subconsultants on the project at this time. We will invoice you monthly
for Basic Services and Reimbursable Expenses.
•
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 Millsap Koad • Suite 200 • •Fa_yetteville,AR 72703 • Ph:(479)455-2206
403 Garrison Avenue • Suite 101 • Fort Smith,AR 72901 • Ph:(479)242-4685
Honorable Joe Hurst
Page 2
January 18, 2022
We will commence this work immediately upon your approval of this proposal and
authorization to proceed, and will complete the design phase within four (4) weeks. 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 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 enclosed Agreement and return
one (1) copy to us. The remaining copy is for your records.
Sincerely yours,
HAWKINS-WEIR ENGINEERS, INC.
i.01÷
J. Kyle Salyer, P.E., P.S.
JKS\mw
Enclosures: Scope of Services (4 pages)
Agreement for Professional Services (2 originals)
cc: Ms. Becky Horne, Hawkins-Weir Engineers, Inc.
HAWKINS-WEIR ENGINEERS,INC.
AGREEMENT FOR PROFESSIONAL SERVICES
CITY OF VAN BUREN HWEI Project Number: 2021141
1003 BROADWAY Authorized by:MAYOR JOSEPH HURST
VAN BUREN,AR 72956 Project Manager: J.KYLE SALYER,P.E.,P.S.
PHONE: 474-474-1541 Date: JANUARY 18,2022
Description of Work: ENGINEERING SERVICES FOR THE DOWNTOWN VAN BUREN PARKING LOT
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
doouments 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)$23,400.00,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,CURRENT HWEI STANDARD BILLING RATES SCHEDULE
ACCEPTED THIS DAY OF ,2022 OR 111 Verbal Authorization Received to Proceed with services
CITY OF VAN BUREN,ARKANSAS JANUARY 18,2022
ORGANIZATION,COMPANY, R INDIVIDUAL ACCEPTING DATE
RESPONSIBILITY FOR PAY NT FOR S�S RENDERED
BY g
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 200 • FAYETTEVILLE,ARKANSAS 72703 • PHONE(479)455-2206 •
HAWKINS-WEIR ENGINEERS,INC.
AGREEMENT FOR PROFESSIONAL SERVICES
CITY OF VAN BUREN HWEI Project Number: 2021141
1003 BROADWAY Authorized by:MAYOR JOSEPH HURST
VAN BUREN,AR 72956 Project Manager: J.KYLE SALYER,P.E.,P.S.
PHONE: 474-474-1541 Date: JANUARY 18,2022
Description of Work: ENGINEERING SERVICES FOR THE DOWNTOWN VAN BUREN PARKING LOT
IMPROVEMENTS
iENERAL: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)$23,400.00,PLUS REIMBURSABLE EXPENSES
THER I
All COND 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 H WEl 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
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 El Verbal Authorization Received to Proceed with services
CITY OF VAN BUREN,ARKANSAS JANUARY 18,2022
ORGANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING DATE
RESPONSIBILITY FOR PAY NT FOR SERVI�ERED 0.10,ciV•
BY
Hawkins-Weir Engineers,Inc.
1 • 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 •
Standard Billing Rate Structure
For Hourly Fee Based Contracts
Hawkins-Weir Engineers,Inc.
Effective August 15,2021 through August 13,2022(1)
Engineer
Engineer VII $ 195 Per Hour
Engineer VI $ 175 Per Hour
Engineer V $ 160 Per Hour
Engineer IV $ 145 Per Hour
Engineer III $ 130 Per Hour
Engineer II $ 115 Per Hour
Engineer I $ 90 Per Hour
Engineering Technician
Designer II $ 110 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
Surveyor $ 90 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(�) $0.585 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.
Scope of Services
Downtown Van Buren Parking Lot Improvements
Van Buren, Arkansas
HWEI Project No. 2021141
January 18, 2022
Hawkins-Weir Engineers, Inc. (HW) proposes to provide the following engineering design services for
the referenced Downtown Van Buren Parking Lot Improvements project. Except as noted below, design
services will be limited to the proposed project site located on Washington Avenue between North 5th
and 6th Streets in Van Buren, Arkansas, as shown in the attached Conceptual Parking Lot Layout.
A. Boundary,Topographic and Utility Locations
1. Perform a field and utility location survey of the above ground physical features and
improvements on the site as necessary to prepare plans for the development
2. 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
3. Coordinate with ARK-UPS 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
4. Perform the boundary survey of the site needed for the City approval process
5. Prepare a scaled drawing in AutoCAD format
B. Preliminary Design Phase
1. Prepare preliminary designs of the existing site plan, erosion control/demolition plan, dimensional
control and paving plan, grading and drainage plan, and parking lot lighting plan
2. Prepare a Request for Proposal (RFP)for the geotechnical testing
3. Prepare preliminary civil detail sheets
4. Prepare a preliminary copy of civil specifications or incorporate by notes into the site/civil plan
sheets
5. Participate in review meetings with the Owner(maximum 2 meetings)
6. Coordinate a meeting with the City to discuss the storm drainage improvements
7. Prepare preliminary parking lot lighting plan
C. Final Design Phase
1. Prepare final designs of the existing site plan, erosion control/demolition plan, grading and
drainage plan, and parking lot lighting plan
2. Prepare pavement designs. Paving section design will be based on recommendations by the
geotechnical subconsultant, but will be confirmed through our own design calculations for
concurrence
7rt91141\Srnnc of Saniirps Pace 1 of 4
Scope of Services
Downtown Van Buren Parking Lot Improvements
Van Buren, Arkansas
HWEI Project No. 2021141
January 18, 2022
3. Prepare detailed storm drainage designs including sizing culverts, drainage inlets, and
preparation of profiles. This will include a stormwater model produced in the latest version of
AutoCAD Civil 3D
4. Prepare structural designs for drainage improvements (inlets and headwalls)
5. Prepare the erosion control plan incorporating Best Management Practices (BMPs) as they
relate to the management of storm water on the proposed site during construction
6. Prepare final parking lot lighting plan
7. Prepare final civil detail sheets
8. Prepare a final copy of civil specifications or incorporate by notes into the site/civil plan sheets
9. Prepare a detailed construction cost estimate
10. Participate in an internal design team quality assurance/quality control review of the construction
documents
11. Participate in coordination meeting with the owner
12. Coordinate plan review and approval with the City of Van Buren
D. Advertising and Bidding Phase
1. Assist the City in advertising the project for bidding
2. Prepare any necessary bidding addendums for the project
3. Assist the City in receiving bids and preparing a bid tabulation for the project
4. Review bids and prepare a recommendation to the City for the award of a construction contract
5. Assist in the preparation of contract documents for execution between the City and Contractor
E. Construction Management Services (These services will be billed separately as needed
based on our standard hourly billing rate in place at the time of service and are not
considered part of Basic Services.)
1. Participate in a preconstruction conference for the parking lot improvements
2. Assist in the review of construction material submittals
3. Assist in the review of change orders during construction of the parking lot improvements. Also,
prepare monthly pay requests received from the Contractor
4. Participate in a final inspection of the parking lot improvements. Prepare a punch list of
uncompleted items
2021141\Scope of Services Page 2 of 4
Scope of Services
Downtown Van Buren Parking Lot Improvements
Van Buren, Arkansas
HWEI Project No. 2021141
January 18, 2022
5. Provide Part-Time/Critical Phase Construction Inspection of the parking lot improvements
6. Prepare Record Drawings for the civil drawings, including the public improvements. This does
not include an as-built survey of the final improvements, but will be based on the Contractor's
As-Built plans provided at the completion of the Project
F. Exclusions to the Scope of Services
The design services provided by Hawkins-Weir do not include the preparation of the following:
1. ALTA Level Boundary Survey
2. Zoning, master land use amendment, and variances
3. Neighborhood meeting notification letter and mailouts
4. Environmental assessment and evaluation of the site
5. Architectural, mechanical, or structural design of the building, canopies, retaining walls, deliver
docks, etc.
6. Fire protection system for the building including sizing of the backflow preventer
7. Construction layout staking for the Contractor, including construction control points
8. Landscaping and irrigation design for the development
9. Design of franchise utility relocation plans or service extensions including gas, communication
and electrical service. However, HW will show the relocation and service line routes on the civil
utility plans when provided by others
10. Design of off-site water and sewer improvements
11. Design of off-site drainage improvements
12. Public hearings
13. Signage plans
14. Traffic impact analysis
15. As Built Survey
Attachment: Conceptual Parking Lot Layout
2021141\Scope of Services Paoe 3 of 4
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