Waukesha Board of Public Works approves $7.3M resurfacing contract, awards Area 7 flood work and updates recycling rules

The Waukesha City Board of Public Works on March 20 approved a $7,298,487.54 low bid from Payne and Dolan for the 2025 Asphalt Street Resurfacing and Utility Improvement Project, awarded a $1,942,624 contract for phase 2 of the Area 7 flood mitigation work, authorized easements tied to the Area 7 project with the School District of Waukesha, voted to support a Wisconsin DNR stormwater planning grant application, and adopted updated residential garbage and recycling regulations in advance of a contract transition to a new contractor, “John’s,” starting March 31.

The actions put city pavement and stormwater work on contractors’ schedules, secured funding to update an aging stormwater-quality model the city must refresh for a pending DNR TMDL, and set rules and fees residents will see when the city’s solid-waste contractor changes.

Payne and Dolan were recommended as the low bidder for the resurfacing project after the city received two bids. The department recommended including the base bid and an alternate, for a combined contract price of $7,298,487.54. City staff said the package added several streets — including Lander Lane, Lander Court, Mandon Drive, Kelps Drive and Kelps Court — to ensure adequate budget coverage; the posted project budget shown in the materials was $7,400,000. “So, the project came in well enough that we would recommend moving forward with all the project, all the streets,” Alex, a city staff member, said.

On flood mitigation, the board recommended awarding the Area 7 channel and storage improvements, phase 2, to Edgerton contractors for $1,942,624. The bid packet included a line-item removing a pedestrian bridge and foundation that crosses the ditch north of Waukesha North High School; staff said the bridge is “a little foot bridge across the ditch” and is mostly obscured by brush.

The board voted to review and act on storm sewer and drain easements needed for the Area 7 project with the School District of Waukesha. Staff said the city attorney was finalizing easement documents with the school district’s attorney and the easement exhibits were attached to the staff report.

On stormwater planning, the board approved a resolution to support applying for a Wisconsin DNR Urban Nonpoint Source and Stormwater Management Planning Grant. City staff described the work as updating the municipal stormwater-quality model and program that has not been reviewed for roughly 10–15 years and which the DNR will require the city to update under a pending TMDL. The grant would fund 50% of eligible project costs; staff said the city would need to cover the remaining 50% and would likely hire an engineering consultant because the city does not have the specialized modeling software in-house. “That model hasn’t been updated or even reviewed for over 15 years, probably,” Alex said.

The board also approved an update to residential garbage and recycling regulations to reflect the city’s change in contractor from Waste Management to “John’s,” effective March 31. The updated rules clarify cart ownership and replacement processes, list contact information for the new contractor, and set fees: a $75 replacement/exchange fee to cover the cart and collection visit and a $15 fee related to selection of a larger cart. Staff described an optional on-demand pickup service offered by the contractor for residents who miss their scheduled collection; that service would be charged to the resident.

For residential electronics recycling, the board approved an agreement with Legacy Recycling LLC to host three drop-off events: April 26, July 19 and Oct. 18, with a $25 fee for televisions and $10 for computer monitors; other electronics will be accepted free. The board approved a separate agreement with Strongbox Document Destruction for paper shredding events and voted to raise the vehicle-load fee from $5 to $7 to help cover contractor costs. Those shredding events were scheduled for May 17 and Sept. 27; the board approved a friendly amendment giving staff flexibility to coordinate the paper and electronics events at least once if logistics allow.

In reports, staff said crews were still collecting and staging recycling carts at Delfield Street for distribution. The board also reviewed a list of bid notices and upcoming projects in the capital-improvement program, including a bus-wash replacement approved in the 2025 CIP, cemetery and performance-center improvements, and Gascoyne Drive and Peters Drive utility and street work that will include water-main replacement and full-depth resurfacing rather than a full street reconstruction. Staff warned there may be limited, spot driveway disruptions for curb or water-service work.

Votes at a glance

• Item 4A — Approval of minutes (March 6): Motion moved, seconded; vote recorded as aye; motion passed.

• Item 5A — Approval of payments (Wilcom Excavating, flood mitigation): Motion moved, seconded; vote recorded as aye; motion passed.

• Item 6A — Resolution to support a Wisconsin DNR Urban Nonpoint Source and Stormwater Management Planning Grant: Motion moved (mover not specified), seconded (Kevin Riley); vote recorded as aye; motion carried. (Grant would cover 50% of eligible costs; local match not specified in meeting materials.)

• Item 7A — Award 2025 Asphalt Street Resurfacing and Utility Improvement Project to Payne and Dolan, base + alternate: Motion moved by Joe Piper, seconded by Kevin Riley; recommended award $7,298,487.54; vote recorded as aye; motion carried.

• Item 7B — Award Area 7 flood mitigation channel and storage improvements, phase 2, to Edgerton contractors: Motion moved by Joe Piper, seconded by Kevin Riley; recommended award $1,942,624.00; vote recorded as aye; motion carried.

• Item 8A — Approve storm sewer and drain easements with the School District of Waukesha (Area 7 project), subject to city attorney review: Motion moved by Joe Piper, seconded by Kevin Riley; vote recorded as aye; motion carried.

• Item 8B — Approve updated residential garbage and recycling regulations (transition to “John’s” contractor): Motion moved by Joe Piper, seconded by Kevin Riley; vote recorded as aye; motion carried. Key fees: $75 replacement/exchange; $15 large-cart selection fee.

• Item 8C — Approve agreement with Legacy Recycling LLC to host 2025 residential e-waste and appliance drop-off events (April 26, July 19, Oct. 18): Motion moved by Joe Piper, seconded by Kevin Riley; vote recorded as aye; motion carried. TV fee $25; monitor fee $10.

• Item 8T — Approve agreement with Strongbox Document Destruction for 2025 paper-shredding events; raise vehicle-load fee to $7; grant staff limited flexibility to align one shredding event with an e-waste event if feasible: Motion moved by Joe Piper (amended), seconded by Kevin Riley; vote recorded as aye; motion carried.

What remained unsettled or for follow-up

Staff said the city attorney and the School District of Waukesha's attorney were finalizing easement documents for the Area 7 project. Staff also said the DNR will finalize the TMDL and that the grant would help cover the consulting and modeling work the city will be required to update; precise project scope and total cost-sharing amounts beyond the 50% eligible match were not specified in the meeting record. Staff also agreed to follow up with details on Les Paul Performance Center improvements and to provide clarifications on the bus-wash replacement and Gascoyne/Peters scope.

Speakers quoted in this report are identified as they appeared in the meeting record. The board conducted the meeting in Waukesha City on March 20, 2025.