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Consideration of a waiver of the competitive bidding process for the 2026 Aggregate Sealcoating Program, and approval of Contract Change Order #1 to Contract 25-18 with Scott Construction, Inc. to add the 2026 aggregate sealcoating work in the amount of $203,941.98.
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Submitted by:
Jeni Schroeder, PE
Senior Civil Engineer
Department
DPW, Engineering Services
A. Issue
Consideration of a waiver of the competitive bidding process for the 2026 Aggregate Sealcoating Program, and approval of Contract Change Order #1 to Contract 25-18 with Scott Construction, Inc. to add the 2026 aggregate sealcoating work in the amount of $203,941.98.
B. Background/Options
In 2025, the Aggregate Sealcoating Program was scheduled to be completed by Scott Construction, Inc., beginning the week following the August 10, 2025 flooding event. One of the scheduled program areas, identified as Area 1 in the attachment, was located within a neighborhood directly impacted by the flooding. As a result of the event, many properties required dumpsters and storage pods, which could be placed within the public right-of-way. In addition, residents were coordinating significant home repair efforts that required contractor access and delivery of building materials.
Engineering staff anticipated that the presence of dumpsters, storage pods, construction traffic, and the potential for heavy equipment would interfere with the sealcoating operations and would be damaging to a newly sealed roadway surface. Staff also recognized the additional inconvenience the project would create for residents already managing flood recovery efforts. Engineering staff worked collaboratively with Scott Construction, Inc. to postpone the work within the affected neighborhood.
The sealcoating work was delayed to 2026 because it is best practice to complete this type of work by mid-September to ensure proper aggregate embedment under traffic and optimal performance based on seasonal temperatures.
Scott Construction, Inc. has been the low and successful bidder for the City’s Aggregate Sealcoating Program for the past nine years. Due to the contractor’s understanding and cooperation in delaying the work within the flood-impacted area, as well as their willingness to honor 2025 bid pricing for the deferred 2026 work, staff is requesting approval from the Board of Public Works to waive the competitive bidding process for the planned 2026 Aggregate Sealcoating Program areas and authorize Change Order No. 1 to Contract 25-18, Aggregate Sealcoating, in the amount of $203,941.98 to add the work in Areas 2 and 3 in the attachment.
C. Strategic Plan (Area of Focus)
Priority 3: Infrastructure
D. Fiscal Impact
The Sealcoating Program is a maintenance treatment funded in the Operating Budget. The funding for the 2026 program area was included in the budget for 2026.
E. Recommendation
Staff recommends approval to waive the competitive bidding process for the 2026 Aggregate Sealcoating Program, and approve Contract Change Order #1 to Contract 25-18 with Scott Construction, Inc. to add the 2026 aggregate sealcoating work in the amount of $203,941.98.
recommendation
Recommendation: Common Council