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Home My WebLink AboutAGC585-T004 / CP2227, Auburn Resource Center, Rock Project Management Services, LLCENG-186, Revised 4/21 Page 1 of 4 TASK ASSIGNMENT FOR ON-CALL PROFESSIONAL SERVICES AGREEMENT NO: AG-C-585 TASK NO: AGC585-T004 CONSULTANT: Rock Project Management Services, LLC PROJECT NO/DESCRIPTION: CDBG25.HD181 — Auburn Consolidated Resource Center (ACRC) — Night Shelter Commercial Washers/Dryers, Existing Restroom Renovations, and Community Resource Center Light Fixtures, HVAC Modifications, and Fire Alarm Upgrades. The general provisions and clauses of the Agreement referenced above shall be in full force and effect for this Task Assignment. Location of Project: 2814 Auburn Way North, Auburn Resource Center Maximum Amount Payable per this Task Assignment: $40,480.00. See Exhibit B, which is attached hereto and by this reference made part of this agreement. Completion Date: December 31, 2026 Scope of Work: See Exhibit A, which is attached hereto and by this reference made part of this Agreement. Approvals: CITY OF AUBURN Nancy Backus, Mayor Date Rock Project Management Services, L.L.C. Bernie O’Donnell, President Date Docusign Envelope ID: 1BD1470C-A982-4A18-B578-2C3C979C6ADE 2/23/2026 2/24/2026 ENG-186, Revised 4/21 Page 2 of 4 AGC583, Task Order 0001, Exhibit A — Scope of Work Background: The Auburn Resource Center (ARC) building is a 28,970 square foot commercial building located at 2814 Auburn Way North and consists of 8 tenant spaces that are currently occupied by: the Auburn Food Bank, Community Court, Auburn Resource Center, the Auburn Day and Night Shelter, We Care Clinic, two restaurants, and a laundromat. The property was purchased by the City in December of 2024 with the intention of providing for human services and support for the community. The Auburn Resource Center and Community Court was created in 2021 and has undergone minor improvements since then creating a rough shell space for their operations. The remainder of the building tenant spaces have undergone numerous tenant improvements over the years prior to the City's ownership. This project will complete additional repairs and upgrades to the building to meet the City's goals and tenant needs. Project Purpose: This task order will provide for project management and oversight of repairs and improvements needed to the ARC as follows: 1. Night Shelter (Suite 2812): Furnish and installation of:(2) each new commercial washing machines, (2) each new commercial dryers, water heater(s), and all associated structural, mechanical, plumbing, and electric work scopes to accommodate installation. 2. Night Shelter (Suite 2812): Renovation/finish upgrades to the (2) each existing restrooms. 3. Community Resource Center (Suite 2814): Furnish and installation of new Light Fixtures, Electrical Outlets, HVAC supply and return modifications, and Fire Alarm upgrades. All costs associated with this project are being provided via a Community Development Block Grant (CDBG) Assumptions: •The Consultant shall, at all times, act as a representative of the City and, as such, shall adhere to all applicable administrative policies. •The Consultant shall provide weekly project updates to City staff via e-mail that provide a summary of progress made, outstanding issues, upcoming events/milestones, budget and schedule status. •The City shall provide contract administration support and clerical support to the Consultant for the processing of invoices and payments, contract administration, letter production, copies, and filing. •The City will provide a workstation to the Consultant at the City offices and the Consultant shall hold regular hours at City offices at least two days per week for at least 3 hours per day. •The project duration is assumed to be 12 months. An increase in the project duration shall not be cause for additional compensation unless it is determined by the City that the overall level of effort required by the Consultant has increased due to the increased project duration. Task 1: General Project Management The Consultant shall provide project management services throughout the design, construction, close-out, and warranty phases of the project. The Consultant will monitor and manage the project scope, schedule, and budget to ensure the project outcomes meet the City's objectives. The Consultant may manage other consultants, service providers, and contractors performing work for this project. The Consultant will be responsible for tracking, steering, and reporting Docusign Envelope ID: 1BD1470C-A982-4A18-B578-2C3C979C6ADE ENG-186, Revised 4/21 Page 3 of 4 project progress to the City. The Consultant will facilitate the planning, scheduling, and coordination of meetings with project consultants and contractors, stakeholders, the public, and City staff. The Consultant will coordinate with City staff to process construction documentation, submittals, requests for information, and pay requests. The Consultant will be responsible for maintaining electronic files of all project related information using the City's file system. The Consultant will be responsible for managing the project scope, schedule, and budget in accordance with Public Works — Engineering established processes and procedures which include the following: •Review and finalize project charter with input from project stakeholders •Setup project budget and file folders •Review grant funding requirements and ensure compliance in coordination with grant manager •Set-up and keep project data tracking updated and provide regular status updates •Prepare and update project budget status sheet to include existing funding and budget, projected, and actual expenditures, project contingency and need. Task 2: Project Design, Permitting, and Bid Documents The Project Manager is responsible for managing the development of the design, permitting, and bid documents as follows: •In coordination with City Engineer, determine best approach towards bid documents (plans, specifications, bid form). •Manage development of plans, specifications, estimate, and proposal form with support as needed from City staff or other consultant (s) and in accordance with City standard forms and procedures. •Determine appropriate permitting approach in coordination with City Engineer and Community Development Staff and implement. •Provide final QaQc of bid documents. Task 3: Project Bidding and Award The Project Manager is responsible for overseeing the project construction contract bid advertisement and award processes as follows: •Coordinate bid advertisement schedule and implementation with Contract Administration and City Clerk's Office. •Ensure bid documents are posted and confirm their accuracy. •Track bidder's questions and respond as appropriate. •Draft and issue addenda as needed. •Prepare and hold a pre-bid walk through of the building with potential bidders, if needed, including coordination with the City's property manager for access to tenant spaces that may be required. •Support bid proposal review and award. Task 4: Construction Management and Closeout The Consultant will provide management and oversight of the construction and close-out of the project as follows: •Review and respond to all RFI's •Track and report working days •Provide general construction inspection, including preparation of Inspector Daily Reports Docusign Envelope ID: 1BD1470C-A982-4A18-B578-2C3C979C6ADE ENG-186, Revised 4/21 Page 4 of 4 as may be applicable, and facilitate inspections required to be ordered by the Contractor (special inspections, City permit inspections, County/State inspections). •Review and return construction submittals and coordinate review from others as needed. •Review materials sampling with appropriate stakeholders as necessary. •Coordinate with the City's property manager, facilities staff, and tenants to avoid or minimize impacts to operations and business. Consultant is responsible for providing advance notice to those who may be impacted and working with them and the Contractor to mitigate and reduce impacts. •Review and authorize pay estimates and final payment •Review, negotiate, and finalize change orders. •Review record drawings for revisions and finalization. •Assist Contract Administration staff in collecting final close-out paperwork and processing. Task 5: Warranty Work •Track warranty period (typically 1-year) •Provide advance notice to Contractor of warranty inspections (60-days ahead of warranty expiration). •Coordinate and inspect warranty work corrections. Docusign Envelope ID: 1BD1470C-A982-4A18-B578-2C3C979C6ADE ACG583, Task Order No. 0004, Exhibit B - Fee Schedule Agreement No.:AG-C-583 City of Auburn Task No.:AGC583-T004 Project Management Services for Facilities Projects, ARC Facilities Work Consultant:Rock PM Svcs. 2/16/2026 Employee Position Rate Total Hours Total Amt January February March April May June July August September October November December Adam Wilson Sr. PM 220$ 184 40,480$ 4 15 25 25 20 20 20 20 20 5 5 5 Totals:40,480$ 880$ 3,300$ 5,500$ 5,500$ 4,400$ 4,400$ 4,400$ 4,400$ 4,400$ 1,100$ 1,100$ 1,100$ January February March April May June July August September October November December 2 3 2 10 20 15 5 3 10 10 10 10 10 3 3 3 2 5 2 10 10 10 10 10 2 2 2 Total Hours 184 4 15 25 25 20 20 20 20 20 5 5 5 Clarifications and Assumptions Notes: 1. The scope of work includes all work defined in Task No AGC583-T004, Exhibit A - Scope of Work. 2. Hours are a Not-to-Exceed total of 184 hours to be managed by Rock PM (may vary from month-to -month but the NTE amount is 220 hours). 3. Minimal design is anticipated, MSRC design team will provide permit documents and bid documents, for permitting and bidding purposes. 4. Assumes a Notice to Proceed by February 16, 2026. 5. Assumes prompt permitting process for May 2026 Award of Construction Contract. 6. Assumes City will authorize award in May for June construction start. 7. Potential long-lead material items include the; Washer/Dryer, Water Heater(s), and Light Fixtures. If occurs, hours for installation will be spread over additional months. 8. Rock PM will target a 12/31/2026 completion but long lead items or permitting timeframes may be cause for extending the duration. Deadline for the CDGB grant monies to be used by is 4/30/2027. 9. While Task Order allows for 12/31/26 completion, Rock PM will strive for more prompt completion to comply with grant funding constraints. Meetings/Coordination Schedule of Major Activities Hours Per Month Staffing Plan Hours Per Month Procure Design Consultants Manage Permit Process & Prepare Bid Packages Conduct Public Bidding Award Public Bid Manage Construction Contract/Installation Docusign Envelope ID: 1BD1470C-A982-4A18-B578-2C3C979C6ADE