Council approves custodial contract, emergency audit renewal, Cox franchise extension and vendor fee change

At its March 12 meeting, the Williamsburg City Council approved several procurement and ordinance items described by staff as routine but financially consequential.

Procurement staff reported selecting Brooks and Brooks Services Inc. from a competitive RFP process for custodial services covering municipal buildings, the fire and police departments and recreation facilities; the projected first-year cost is $166,827.35 and the contract would run April 1, 2026 through March 31, 2027 with up to three one-year renewal options. Council moved and approved the contract.

Finance staff explained that changes in accounting standards (GASB 103 and 104) and the time needed to issue a robust RFP required a one-year emergency extension of the existing external audit contract with Robinson Farmer Cox Associates for fiscal year 2026 at a cost of $140,855; council approved the emergency contract to ensure deadlines and financial reporting continuity.

On a separate agenda item, staff recommended and council approved a five-year extension to the existing Cox communications franchise agreement rather than reopening a new multi-year negotiation. Miss Shelton described the request and said franchise terms are within allowable lengths under state law; no public comments were offered at the hearing and the council authorized the interim city manager to execute the amendment.

Finally, the council adopted proposed ordinance 26-01 to set the business, professional and occupational license (BPOL) treatment for city-licensed special-event vendors to parity with other retailers (20 cents per $100 with a minimum of $30) instead of the current $500 minimum for special events.

Each of these items was approved on voice votes recorded in the meeting minutes.