Village engineering staff reported Nov. 14 that the 2025 road program required a closeout change order and final payment due to additional undercutting discovered during construction.

Public works staff said the original contract totaled $994,346.10 and that a previously approved change order (adding High View Court) increased the contract earlier in the season by $44,407.25. Staff presented a closeout change order of $52,962 to reconcile final measured quantities, which staff said reflected roughly 15.5% of square yards needing undercut/subgrade stabilization versus an estimated 10 percent. Staff reported a final contract amount in the meeting materials of $1,091,715.35; the contractor’s final payment request as presented later in the discussion was $1,091,750.35. Staff explained the differences result from final quantity reconciliations, and the board approved the change order and final payment by voice vote.

Staff said the work was completed earlier in the year (last work in June) and that the village will consider adjusting future estimating methods to reduce the risk of surprise overages.

What happens next: accounting staff will process the final payment and the public works department will incorporate lessons on undercut estimation into future project estimates.