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Charles City council delays decision on municipal engineering contract after firm presentations
Summary
Council heard presentations from competing firms (Crawford, ISG, JEO), discussed retainer vs. hourly billing and pricing, and agreed to take no action tonight so representatives can return to a Feb. 11 planning workshop with more detail.
Charles City’s council paused action on a proposed municipal engineering services agreement after hearing representatives from multiple firms and discussing contract structure and costs.
The council considered Resolution 1326, which would approve a professional services agreement with Crawford Engineering, but several members said they wanted more information from other proposers before awarding a retainer contract. Staff member Tyler had circulated proposals from multiple firms and invited representatives to attend the meeting.
Tom Rhodess, senior engineer with JEO, told the council JEO approaches such engagements with flexibility and can offer either a retainer or an hourly model. “We want to come in as a partner and grow with Charles City,” Rhodess said, describing JEO’s experience in the public sector and noting his team includes a funding specialist to assist with grants.
Council members and staff discussed two contract models. One example presented was a retainer described as about $4,000 per month for up to 40 hours; the retainer guarantees availability but is charged even if not all hours are used. Representatives also discussed an hourly alternative (JEO outlined an hourly option with a suggested maximum of $6,000 per month) and estimated hourly ranges in roughly the $120–$250 range depending on staff and task.
Proponents of hearing more from finalists said the additional detail—examples of services performed in-house, typical hourly rates by task, and termination terms—would help the council compare “apples to apples.” Staff and council members noted the Crawford contract was ready as a written agreement but several councilors preferred to hear from ISG and JEO before committing.
Mayor (presiding) summarized the room and said a vote likely would be split. The council agreed to take no action on Resolution 1326 tonight and invite firm representatives to the next planning workshop on Feb. 11 for further discussion.
Next steps: staff will invite JEO and ISG representatives to the Feb. 11 planning workshop; no contract was executed at this meeting.
