Waukesha Board of Public Works awards library and retaining-wall contracts, delays Les Paul center bid

Waukesha City’s Board of Public Works on June 19 approved routine payments, awarded two public works contracts and voted to postpone action on a rebid for the Les Paul Performance Center improvements.

The board voted to award the library HVAC improvements contract to Lee Mechanical Inc. for $394,621 and to award the Horab Springs retaining wall reconstruction contract to Always Contractors for $488,906. The board also voted to put the Les Paul Performance Center Improvements rebid on hold until staff can study alternative exterior finishing options and pursue potential fundraising. All recorded board votes at the meeting were unanimous among members voting.

The library HVAC award was presented as part of bids opened June 13. Board members were told the project replaces air-handling unit controllers and updates the control system; staff said the work addresses aging controls for which parts are no longer available. A board member asked whether the award would “put the capstone on HVAC for the library,” and PRF/facilities staff responded that several zones remain and that the project replaces individual controllers and the central control system.

Board discussion noted wide variance among the three bidders’ line-item pricing. PRF staff explained that some contractors are more accustomed to lump-sum commercial quotes rather than itemized public bids, which can make direct comparisons difficult. A staff member described why some bids include a separate mobilization line item: “Mobilization is generally on our like pump station projects or even our building projects… it’s an item that’s, for lack of a better term, contractors like because it’s an item they can get paid for right off the gate,” (PRF staff).

Board members approved the library award but one member asked staff to continue examining whether parts of the scope could be separated before the common council grants final approval: “I’ll support it tonight, but I’d really like to just see if there is an option to peel out number 3…I want to dig into it a little bit more before council,” a board member said.

On the Horab Springs retaining walls, PRF staff explained the project’s higher cost relative to original estimates. Melissa (PRF staff) said the original 2021/2022 budget assumed restacking existing keystone units, but recent spot failures revealed the absence of geogrid behind the wall. She told the board that reconstruction options requiring geogrid necessitate substantially more excavation — “having to excavate 5 to 6 feet behind the wall to get the geogrid, drain tile, all of that placed as well.” To reduce excavation and risk to nearby pool foundations, staff recommended a Ready Rock system used successfully at Buckter Park. Melissa said that choice reduces labor and excavation even though materials cost more, and that updated contractor pricing had not been available when the project was included in earlier CIP budgets.

Board members asked about funding for the retaining-wall overage. PRF staff confirmed the approximately $300,000 increase compared with earlier budget figures will be covered by PRF carryover fund balance; staff said they had discussed using those existing carryover funds with the finance director to avoid continually carrying forward older allocations. A staff member also warned of federal arbitrage risk if carryover bond proceeds are not spent in a timely fashion.

On the Les Paul Performance Center Improvements rebid, a board member moved to postpone the award to allow staff time to evaluate longer-term siding options (for example, cement board or LP SmartSide) that might reduce recurring painting costs, and to explore fundraising options. The motion to hold the item until the next meeting passed unanimously.

In reports, PRF staff said an official bid notice will go out for Manaka Park resilient-surface installation and asked that bidders be asked to price both a single color and a multicolor option so the city can compare costs.

Votes at a glance - Approval of minutes (06/05/2025): motion to approve carried (recorded ayes: Cassins; Kevin Riley; Piper; O'Donnell). Outcome: approved. - Approval of payments (Item 4A): motion carried (recorded ayes: Cassins; Kevin Riley; Piper; O'Donnell). Outcome: approved. - Les Paul Performance Center Improvements (rebid): motion to hold/action postponed (mover: board member; second: Payne). Outcome: postponed until next meeting. - Library HVAC improvements (bid opened 06/13/2025): award recommended to Lee Mechanical Inc., $394,621; board approved; final contract contingent on common council approval. Outcome: approved by board, pending council. - Horab Springs retaining wall improvements (bid opened 06/13/2025): award recommended to Always Contractors, $488,906; funding from PRF carryover. Outcome: approved.

What happens next The library HVAC contract approved by the board requires common council approval before it becomes final. The Les Paul item will return to the board at a future meeting after staff follow-up. The retaining-wall contract is funded from PRF carryover funds and staff expect to move forward with construction coordination.