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Council approves $27,265 change order for Lexa Concrete after questions on costs and documentation
Summary
Pleasantville approved a 2.5% ($27,265.62) increase to a Lexa Concrete contract for Gowdy Down the Road Phase 1; council members pressed staff for fuller engineering backup and discussed procurement limits and justification for change orders.
Pleasantville City Council on June 16, 2025 approved Change Order No. 1 for Lexa Concrete Incorporated, increasing the contract from $1,099,315.62 to $1,126,571.56 (an increase of $27,265.62, or 2.5%) for Phase 1 of the Gowdy Down the Road project.
City engineering staff presented the change order as the final payment for the contract; the engineer’s estimate attributed the net changes primarily to increases in hot‑mix asphalt quantities (base course 4-inch) and an increase to reinforced concrete driveway work, offset in part by a reduction in traffic‑control costs. Council members said the resolution packet did not include the change‑order backup and asked that engineering documentation (itemized cost changes, dates and justification) be attached to future resolutions.
Council discussion covered whether the city should set internal policy limits for change‑order percentages. City counsel cautioned that the municipality must follow state procurement law and that placing an arbitrary local cap could create unintended legal issues; counsel recommended that the city instead enforce a robust justification and documentation requirement for change orders. Several council members asked staff to research procurement statutes and the Uniform Construction Code practices that govern construction contracts and return with a recommended policy framework.
The council approved the change order with one recorded “no” vote; staff committed to circulating the engineer’s backup materials and project start/end dates to clarify when the original bid occurred and why quantities/costs changed.
Ending: The engineer will provide a detailed cost breakdown and the city solicitors’ memo on permissible local policy options for change‑order limits ahead of the next meeting.
