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Board recommends Lee Mechanical for library HVAC improvements; members ask for breakdown on control-system line item
Summary
The Board of Public Works recommended awarding the base bid for the Waukesha library HVAC improvements to Lee Mechanical Inc. for $394,621 and forwarded the recommendation to council; board members asked for more detail on the iview digital control system line item and discussed bid irregularities and use of library impact fees to cover overages.
The Waukesha City Board of Public Works on June 19 recommended that the Common Council approve the base bid for the library HVAC improvements to Lee Mechanical Inc. in the amount of $394,621, and discussed bid variances and possible options to separate control-system work for further review.
Why it matters: The library’s HVAC and control systems were described as outdated and difficult to maintain. Board members pressed staff for greater clarity on bid line items — particularly the iview digital control system — and the city’s plan to cover costs exceeding the original budget.
Staff presentation and recommendation A staff member presented bids received on June 13 and recommended award of the base bid to Lee Mechanical Inc. for $394,621. The presenter noted the bids varied widely across line items and that Lee Mechanical submitted the recommended low overall bid.
Discussion highlights Board members questioned why one bidder listed a relatively low mobilization item while others included larger mobilization charges, and asked whether the iview digital control system could be separated out for separate review. A staff explanation described mobilization as an industry cash-flow item contractors sometimes include to cover initial staffing and setup costs and said some contractors are more accustomed to lump-sum quoting rather than itemized public bidding.
The presenter said library leadership expected to cover budget overages with library impact fees because the existing control system is very outdated and parts are difficult to obtain.
Direct quote: A staff member explained the mobilization line item: “Mobilization is generally on our like pump station projects or even our building projects, where the industry standard, there's usually a mobilization. ... that is what the item is, is to mobilize staff, personnel, equipment, etc.”
Board direction and outcome A motion to recommend award to Lee Mechanical Inc., $394,621, passed on a voice vote. Board members indicated support for the recommendation but asked staff to continue reviewing the bids and to explore whether the iview digital control-system line item could be “peeled out” for further discussion before the council vote.
Ending The board forwarded the recommendation to the Common Council for final approval; staff will provide additional bid detail if council or members request further breakdown before awarding parts of the work.
