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Commission reviews task order No. 3 under master agreement with Engineering Associates; fee language questioned
Summary
The board examined task order No. 3 for hydrology and culvert design under a master services agreement and debated ambiguous monthly-fee/retainer language; staff said the task order is time-and-materials with a not-to-exceed engineering fee of $4,200 without prior written approval.
The Weston County Commission reviewed task order No. 3 under a master agreement with Engineering Associates, which covers design storm hydrology, peak runoff determination and culvert sizing for a culvert on Green Mountain Road.
Speaker 1 read the task order’s fee language: “The fee for the engineering services described above will be billed on a not to exceed basis with a limit of 4,200 without prior written approval.” Commissioners and staff pressed for clarity on whether the county would be charged monthly retainer fees and whether the county was committing to a guaranteed monthly block of hours. Several members said the county prefers work on an as-needed, time-and-materials basis rather than a standing retainer.
Speaker 3 and others said task orders under the master agreement will be issued on an as-needed basis and that each job will be billed according to the firm’s hourly fee schedule. Board members suggested adding a formal not-to-exceed cap to protect the county from unexpected monthly charges and asked staff to call the firm to confirm final language before signing any task order.
No formal vote was recorded on the master agreement at this meeting; commissioners agreed to proceed with the task-order approach provided staff confirm the scope and the not-to-exceed terms for each assignment.
Next steps: staff to confirm language with Engineering Associates, ensure a not-to-exceed cap is included for task order No. 3 and return to the board if changes are required.
