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RES NO 01-01-2023 CITY OF VAN BUREN,ARKANSAS RESOLUTION NO,O( - D 1-2023 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 ON-CALL SERVICES FOR THE CITY OF VAN BUREN, ARKANSAS, AND FOR OTHER PURPOSES. WHEREAS, the City of Van Buren, Arkansas desires to make various improvements within the City to include streets,drainage,bridges,and sidewalks; and WHEREAS, in order to.commence the projects and to seek grant funding, the City is in need of professional engineering on-call services'for the development of plans and designs, cost estimates,and supervision for said projects. 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 preliminary engineering and designs, and cost estimates for the above listed projects. Payment for such engineering services shall not exceed $25,000.00 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 for and against,the foregoing Resolution at its regular meeting held on the 231 day of January 2023. Jpsrph V.Hurs ayo ATTESTED: A VED AS FORM: Shawnna keynvolds Jac City Clerk/Treasurer City Attorney �ttt0.;ry G\erk TreCit y of Van Buren County,P1�a 'r��✓ �1;J �`�a` r f 1 �� •4 1' C c a kl; I't' IIa r E �Jj rrAt����rr,rrrr'r l�• >l a���!�rl►t P 11�11 tiV'����� .................................................................. .......................... WEIR HAW KIN S E N G I N E E R S;r a. Engineering Client Success January 9, 2023. Honorable Joseph Hurst,Mayor City.of'Van Buren,Arkansas 1008 Broadway Van Buren,:Arkansas 72956 Re: 2023,0n-Call Engineering Services HWEI Project No. 2023001 Mayor Hurst: We appreciate the opportunity to submit this proposal for engineering services associated with 2023 On-Call Engineering Services for the City of Van Buren,Arkansas. Our Basic Services Will consist of conceptual planning for various projects that you may identify,as part of the City's 2023 Capital Improvements. These services may include preliminary engineering, surveying, cost. estimating,. and assisting with the preparation of any funding applications. Our BaSiG:Services do not include preparation of Final Design Documents (i.e., Plans, Specifications, and Contract Documents), assistance during bidding or negotiating, or construction administration services. Once a project is appropriated by the City or a funding agency, we will separate this project individually and negotiate an agreement for these engineering services. 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., including any applicable Reimbursable Expenses. Our fee for these Basic Services .will not exceed$26,000.00 including all reimbursable expenses Without your written authorization. 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 the actual cost. We do%not anticipate any Reimbursable Expenses at this time, and Will advise you. if this situation changes before authorizing any such expenses or subconsultant services. We will-commence work immediately upon your identification of a project and authorization to proceed and complete the work in accordance with the schedules that you establish. 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. 1,10 So,7th Strc,�ct 0 1,10.J3o%64,14 'a Van 'Rurwi,AR 72957 0 Ph:(479)474-1227 0 Pax (479)474-8'5311. 211.Nitur;.i['Ke�,,,t)urcL,sDrivL� a UtfleRok,AJ cZ722115 0 Ph.(501)374-4840 403,,5,, a SLflte-2200 * Fayetteville,AR72)703 11h,(4,7(J)455-2L)06 403&vfisonAvenue Suitt,,101 - r-ortSmAh,A1Z72_9()1 Ph.(479)242­1()S,'!5- 2o23bowHo10923LY, .docx ................................ j ry ;; Honorable Joseph Hurst, Mayor Page 2 January 9, 2023 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 Ag.r"eement.and return one (1) copy to us. The remaining copy is for your records. If you have any questions, comments, or require additional information, please do not hesitate to call. Sincerely, HAWKINS-WEIRNGINEERS, INC. Larry E. Ya:: e E. LEY11hc Enclosures: Agreement for Professional Services—Two (2)copies Standard Hourly Billing.Rate Structure, effective January 1, 2023 cc: Becky Horne,.Business Manager, Hawkins-Weir Engineers, Inc. 202300WH07.0923LY.docx .................... ......................................... ........... .... ..... .......... ............. RAWKINS-WEIR ENGINEERS,INC. AGRE EME NT FOR PROFESSIONAL SERVICES CITY OF VAN BUREN HWEI Project Number: 2023001 11063.BROADWAY Authorized by MAYOR JOSEPH 11UR' ST "VAN BUREN,AR 72956 Project Manager:LARRY YANCEYP.E. PHONE:479474-141 Date.JANUARY 9,2023 Description of Work: 2023 ON-CALL ENGINEERING SERVICES, GENERAL- .11AWKINS.;WEIR ENGINEERS;INC.(IJIVEI)shall perform the professional services.indicated on 6s,Agreement These services shall include serving a.4,thc�-Q#enfs,professiorW engineering and/or surveyiiig.representatiueproviding-e,onsdlt6tion and advice as requested by this Agreement. SCOPEOF'SERVICES Services to bb,provfded�by-*�l-I.Wr,.I shall btaLs described on;thisAgredibefitafidnbted.tLttiLeIiiiients and other 8ervicds..shFdlnot be implied,unless.sostipWatcd by a written agreement.acknowledged by client and-UNVE I.. ACCESS'-The Client shall provide tuEngincer legal accPss.to-all properties-public and private,required to perform the'services requested. INFORMATION PROVIDED BY'CLIENT: The Cli.en0hall provide all criteria and.full information such as sAryeys,Itgal,,descriptions,.sub.surface explorations;hydrographic survey s;laboratory tests,,,flood plaifi data;environmental assessments,environmental impact statements,utility orother easements, zoning.arid 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 hen6uriddr.- PERMITS: Client shallfurnish.-allap .6.provals.and,penni ts­f r all governmental authorities or%ollfer entities staving jurisdiction. W31,19E OF I)0,0.UMtNT§:.All documents including,drawings, specificaflons and reports prepared by.or furnished by HWEI pursuant torlhis. Agreementare instrum,ents.ofservice,%yith,rpgarO to the perfbnned and RWEI shall TetaiA.an ownership;and property intefdst therein.Clibfit may make.,and-retain copies for information andreference in connection with the use and.occupancy ofthe project by client.arid others,however,such d6curnents,are not I intended or represented to,be reused by client.,or others on extensions-of the projeqt,or any other project., Any reuse of documents without written authorization by HWEI shallbe at Clienfs sole risk and Clie]Rt.shall'hdld 1INV91hairfiless and withqut.liability., COMPENSATION FOR.SERVICES: 11WEI shall be q6nipeftsated fbr'sdrvidls rendered under this Agreementas fdlldw,- HOURLY NOT TO EXCEED(NTE)525,000.0,INCLUDING ANY APPLICABLE REIMBURSABLE EXPENSES OTHER,CONQ1TIONS- • All fees and expenses paid by,11WEf on behalf of ihq.QjipnrshalI be reimbursed by the Client to HWEI based on actual,c.ost,'Q:e,_,filing fees,, advertisement costs-te st"in&fees,revi ew'fec8,express mall'dr courier,professional.services-by others). • HWEI shall bb,teinibufsed by the clidiitforall travel,expenses including meals and lodging at actual cost.for travel from-the HWEI office.HWEI, shall lie reimbursed for all travel expenses.including,mileage computed at the. current IRS standard.mileage ratq!F,to and from HWEI pffices;' vehicle rental fees,and coach.rate 06mmori.carrier fares.,Plus.all parking and ioll f6es expended on travel on,the behalf-ofthe Client. Client'Xay terminate the services ofHW,Ef at.any time Upon writteiin6tificatibn to HWEI. 11WE I shall be paid fbr,all service&rendered-to the time of termination. • Onless oihemjse.agreed upon,by HWEI and Client,if.Client fails to make.fitill payinerit due HWEI f6i services:and expqn�eswj im. dys after receipt df`HViEFs InvoicadfServic6s,the'amounts due HWEI may he increased attlierate 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.-hom,saidjOth day.. 1 additi.pnJIWETniay,after giving 7 days written notice to.Client,suspend-services under this Agreement and may proceed with f6rafal-odfledtion procedures. Clierrfshatlpay�lfie cost or collection procedures.,Should,litigation be.'iec'essar'y' 9 Arkansas will be thestate ofliti ation and Arkansas law shall govern, Client understands and.acknowledgps,that 11WEI shall have a:lien.upon-the land,building,creation,or.-impr9yernent upon said land for services rendered.to cliei.i,t as,provided in,,Ar$;ansas Code-Ann'otdt'ed 19-44-105.. • To the.maximum extent permitted ISy Caw;the.Cli6ntagrees to lfrftit HWEI liability for the Client's damages to arriaximum of the net compensation received,by'.HWETj not including reimbursable expenses and subconsultant fees,.for all services,renderedon the project. This 1.4nitatiprr-hall apply regardless of the:cause dfac.0kri or legal the6ry pled or RIGHTS:Nothingin,thiS Agreement shallbeicofist.rued,to give any rights or benefits.in this Agreemeritto any6h&other than Client and.RWEI,,and duti6s�and i7esponsibill ties undertaken pursuant'to this Agreement will.be forthe sole and exclusive benefit of-Client and HWEI and not for,.6e benefit ofany.other party. AT, I*ACHMENTS:LETTER PROPOSAL.CURRENT HWEI"STANDARD BILLINT&RATES SCHEDULE ACCEPTED THIS. DAY OV 2021 OR F] 'Verbaj Authorization Rrdwd to Proceed with.'services CITY OF VAN BUREN,ARKANSAS JANUARY 9,2023. ORGANIZATION,COMPANY,OIL INDIVIDUAL ACCEPTING DAT8;' kESMqSIBILITY FOR PAYMENT FOR SERVICES RENDERED BY '-1-lawkififs-Irgideers,litc. • POWX648 - VAN BUREN,ARKANSAS 72957 - PRONE(47/9)474-j217 - FAX.(419)1474-8531. 21I NATURAL RESOURCESORIVE LITTLEROCK,ARKANSAS72205 -i 'PRONE(501)j744946­- ­4'38'EAST MILLS"R0A1),.S`01TF,200 FAYETTEVILLE,.ARKANSAS 72703' "k PHONE(47%455-2206-- - 403 GAkkI§0'N' AyENUE.$,ulTt.101 FQRT'$MtTJ4.ARKANSA97290I - PtJONIE(479)2424685, .................. ....................... HAWKINS-WEIR ENGINEERS,INC. AGREEMENT FOR PROFESSIONAL SERVICES CITY OF VAN BUREN HWEI Project Number: 2023001 1063-BilOADWAY Authorized by:MAYOR JOSEPH HURST VAN BUREN,AR'729% Project Manager:LARRY YANC EY,,P.E. 'PHONE:479-474441 Date:JANUARY 9,2023 Description.of Work: 2023 ON-CALL.ENGINEERING SERVICES ,GENERAL: HAWKINS-WEIR:ENGINEERS,INC.-(HA"BI)shall pedorin the professional services indicated on this Agreement. These services, shrill include serving as the,,Client!1§1,professional engineering and/or,,.surveying representative providin.9,consultatio&and advice-as requested by this. -Agreement. SCOPE Or-SERVICES: Services to be provided by HWEI shall be as described on this Agreement and noted attachments and other servicesshall not be implied so stipulated by-a written:ogreement acknowledged by client d pg an MVEL ACCESS- The Clientshaltprovide to Engineer legal access toall properties;ptblii;'gndprivate;requiredrto perform the services iequested. INI-O"fATION PROVIDED BY WONT- The rClient shalt provide all criteria:and full information such,as surreys;legal descriptions subsurface ratio li ogr4phic suriv4y %utility or Other 9 #s, �y dr s, laboratory tests, Wain data,environmental assessments,environmental impact: easements,zoning and.deed restrictions-As-:niky lie' available to the Client which pertain to the work to b"erfdrrh6d. HWEI.may rely On.,such information skippliedby, the Client in.performing-services-hereunder. PERMITS: dient-sball.firrhish ali.gpprovalsiind perrnits,&Pall gpV.ernhiciit'di t.i,uthofiti6s,6r other entities liavidgjurisdiction. RiME 6F DOCUMENTS: All spe6ifidationx and reports prepared by or..furnished by. I. pursuant to this Agreement areinstraments ofservice with,regard to the work being performed and HWEIshall retain arrownership and"property.interestilierem-Client may make and retain copies fdr information and reference in connection with the use and occupaficy of the pfoject by cliefit,-apd others,however,such do.c.uments,are.,not intended-orrepres.erttedi6b�reused.by Client or others oti,.extensibng.ofthe.proj6r-tor any other project. Arty reuse ofdocllmdnfs .without written aiithofizatiQft by HWEI.slid.11 be;-at Qignt!i sole riskand Cliefii shall hold HWEI harmless and withoui,liability. COMPENSAMON'FORSE 11,WEIshall.bocorripensatrdfor.ser-,,i.ces,rendcredunder-thi.s,Agreerqentas.fcklloivs: HOURLY NOT TO EXCEED(NTE), $25,000.00,INCLUDING ANY APPLICABLE REIMBURSABLE kXPENSES 6FRE]i 6QN61TI0i4S: t,e All fees and expenses paid.'by HWEI on behalf of the Client shall be reimbursed:by,theX I I.ient to HWEI based on actual:cost,:(j.c:,filing fees; advertisement cqs4s,,tdsting,fees review fees,expyqss dil-orcourjerl,.profqssioltai..servici!sbVothefs). • I­1WEI shall be reimbursed b, thd dlidntfor all travel expdnscs including meals and l6dgifig dt;ictuhl C'6stfdrfravel from.the HMU 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 rentalfees,and coach Tate cbminon..carrier I fares,plus all,parking.and toll fees expended on travel gn'thebehalf of the'Clie.fiL ip. Client may 1ef:mihat6.thcs6rvi6ds of HWEI:Many time upon written riolificatioft to HWEI. MUM shall be paldkr,all services rendered to the time oftermination.' • Unless.otherw.ise agreed upon by,HWET and-Clf=4 if Client fails to make-full-payment due HW81 forservipes and expenses within 30,days after -receipt of HWEI's lMr.oidt of Services,the.dindunts 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 30thA6.y. In addition,HWEI may,after giving 7 days written noficetorClipat suspend services under this.Agreement and may proceed tsfiall I paiflie.cost of with collection procedures. Clien colleet!6n'procedures.,ghouldlitigatioribe,jadcdssaty,Aik-ansas�-.VilI bethei-state-of litigation and Aikansas law shall goviem' , • :Client understands and acknowledges that 11WEIshallhave a.lien upon the land,building,erection;or irriproveincrit upon said-land for,servites rendered to client a&provided in Arkansas Code.Annotated,1844-105. • TO the maximum extent permitted by law,the Client Agrees to.firnii HWEI's.liability for the Client's damages to a maximuni ofthe netg compensation red6ivedby-HWEI,;not including reimbursable expenses and subtonsultafirfees;f6fall services rendered on'the project This limitation shall apply regardless.of the cause.,of option or legal theory pled or asserted. RIGHTS-.Nothing.an this Agreement shall be,construed..to..give any rights or-benefits in this Agreemenvto anyone other than Client and HWEI,and duties and.respc!nsibilities.u'ndertaken pursuant tb this Agreement will be fbT the sole and exclusiVelbenefit of Client and HWEI and not for the benefit of other party. ATTACHMENTS:LETT8R,PR0P0SAL.CURRENT HWEI STANDARD BILLING RATES SCHEDULE AC08PTEO THIS-_DAY 0V 2023: OR Q Verbal Authorization Ret.iv,dto.,Pmccedwititservices CITY-OF VAN BUREN;ARKANSAS. JANWARY 9,2023 ORGANIZATION,COMPANY,OR,INDIVIDUAL ACCEPTING D E RESPONSIBILITY FOR PAYMENT F OR,t S E RV I CE S RENDERED BY Flawldin&Wj ginqq ,rn6. • PO BOX-649 - VAN'BUREN,ARKANSAS 7295:7 - PHONE(479).474-12-2.7 - FAX(479),474-8531 211*NATURAL RES OURCES LITTLER CK,ARXANSA8722'95 - PI-IONE(501.)..3-7448*46 --4.38-EAST Ni]tLSAPkb.AD,'S'tJITF,2QO r-AYETTEVILLE,ARKANSAS:7-.2703 - PBONF(479)455.:�,206 - • 46i dApm�oN�AwNUE.SUITE 10 1 'FOR'TSm"r'm',A!zKAi4s'AS'7'2'9'01 PHONEW191'2424685. Standard Billing Rate Structure For Hourly Fee Based Contracts Hawkins-Weir Engineers,Inc. Effective August 14,2022 through August 12,2023(1) Engineer Engineer VII $ 220 Per Hour Engineer VI $ 200 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 Il $ 75 Per Hour Technician I $ 65 Per Hour Field Technician-Field Inspector Resident Project Representative(RPR) $ 120 Per Hour Construction Manager $ 100 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 $2,000 Testimony,per Day $4,000 Expenses Reimbursable Expenses and upcharges are determined by the CIient Agreement/Contract Subconsultants/Outside Services Express Delivery,Field Supplies,Testing,Review/FiIing Fees and Advertising Travel: Hotel and meals Actual Cost Vehicle(') $0.655 per mile effective l/I/23 Reproduction: Outside printing service Actual Cost In-house printing Letter Copy-B&W $ 0.12 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 $12.00 Per Copy 22 x 34 Size Copy-Color Photo $25.00 Per Copy I 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. C2l To be adjusted periodically to current IRS mileage rate. A11 Billings are due upon receipt unless prior arrangements for payment have been made.