Change Orders 2, 3, 4 and 5 for Mt. Baldhead Restroom

City Council Agenda Item Report

FROM:

Scott Herbert – Public Works Superintendent Michelle Gibson – Administrative Project Coordinator

MEETING DATE:

January 12, 2026

SUBJECT:

Mt. Baldhead Restroom – Change Orders

DESCRIPTION: The City of Saugatuck accepted the bid submitted by Midwest Construction Group Inc. in the amount of $298,000.00 to construct new restrooms at the base of Mt. Baldhead. City Council also approved an additional 10% for contingency as there were unknowns for the water and sewer lines. To date, one change order has been approved which modified the start date to post Labor Day. This was done to minimize disruptions to the park during busy summer use. City staff and Fleis & Vandenbrink Engineering are recommending approval of four additional change orders for the existing contract which are summarized below: Change Order #1 – Time Extension To minimize disturbances to park users during peak usage times, the project start date was pushed back to September 8, 2025. This was previously approved. Change Order #2 – Electrical Supply The original plan was to run an independent electrical supply feed directly to the new restroom building, however, Consumer’s Energy has limits on the number of services a single property can have so this option was eliminated. The power for the restroom is drawn from the power supply that feeds the radar dome at the summit. This change resulted in a price increase of $115.00 bringing the total contract amount to $298,115.00. This change order is also necessary to allow additional time. Change Order #3 – Tarriff Price Increases Due to tariffs that took effect in March of 2025 on aluminum, the price of the doors increased by $3,074.00 which increased the total contract price of the restrooms to $301,189.00. Change Order #4 – Water Service Location The contractors had difficulty locating the existing service line resulting in additional time and labor to explore and install a new service. This change order requests additional time and a price increase of $9,090.11 bringing the total contract price of the restrooms to $310,279.11

Change Order #5 – Demolition Demolition costs were lowered due to a local business owner paying to have the existing building disconnected and relocated outside of the City. This $1,000.00 Credit reduces the total project cost to $309,279.11. Enclosed – Original Contract Enclosed – Change Order #1 Enclosed – Change Order #2 Enclosed – Change Order #3 Enclosed – Change Order #4 Enclosed – Change Order #5 BUDGET ACTION REQUIRED: These change orders keep this project within the $328,000.00 originally budgeted for this project. COMMITTEE/COMMISSION REVIEW: N/A LEGAL REVIEW: N/A SAMPLE MOTION: Motion to approve change orders 2-5 to the open contract with Midwest Construction Group Inc.

CHANGE ORDER NO.: 1 Owner: City of Saugatuck Owner’s Project No.: N/A Engineer: Fleis & VandenBrink Engineer’s Project No.: 860451 Contractor: Midwest Construction Group Contractor’s Project No.: N/A Project: Mt. Baldhead Restroom Replacement Contract Name: N/A Date Issued: May 21, 2025 Effective Date of Change Order: May 21, 2025 The Contract is modified as follows upon execution of this Change Order: Description: The Contract Times are hereby changed to reflect a mobilization date on or after September 8, 2025. Attachments: None Change in Contract Price

Change in Contract Times

Original Contract Price: $

Original Contract Times:

298,000.00

Increase (Decrease) from previously approved Change Orders No. N/A to No. N/A: $

0.00

Contract Price prior to this Change Order: $

298,000.00

Ready for final payment:

August 29, 2025

Increase (Decrease) from previously approved Change Orders No. N/A to No. N/A: Substantial Completion:

N/A

Ready for final payment:

N/A

Substantial Completion:

August 15, 2025

Ready for final payment:

August 29, 2025

Increase (Decrease) this Change Order:

0.00

Contract Price incorporating this Change Order:

August 15, 2025

Contract Times prior to this Change Order:

Increase (Decrease) this Change Order: $

Substantial Completion:

298,000.00

Substantial Completion:

112 days

Ready for final payment:

112 days

Contract Times with all approved Change Orders: Substantial Completion:

December 5, 2025

Ready for final payment:

December 19, 2025

Recommended by Engineer (if required) By: Title: Date:

Authorized by Contractor

Jon Moxey, PE, Project Manager Approved by Funding Agency (if applicable)

Authorized by Owner By: Title: Date:

860451

N/A

01 26 00 - 1

CONTRACT MODIFICATION PROCEDURES

CHANGE ORDER NO. 002 Engineer: Contractor: Project: Date Issued:

City of Saugatuck Fleis & VandenBrink Engineering Midwest Construction Group, Inc MT Baldhead Restroom May 21, 2025

Engineer’s Project No.: 860451 Contractor’s Project No.: N/A Effective Date of Change Order: Nov 10, 2025

Description: Feed appropriate power to the restroom building from existing pole located at the MT Baldhead steps. This consists a requirement of a Transformer and a 60 Amp disconnect inside the restroom building mechanical room. This change order also requests additional time due to Tribal requests in September to push the start date a week. Item No Item Description

Unit

Est. Qty

Unit Price

Total Amount

23 24 2

LS LS LS

1 1 1

$ 4,650.00 $ (5,000.00) $ 465.00 Total Add

$ 4,650.00 $(5,000.00) $ 465.00 $ 115.00

Electrical Utility Connection Allowance Contractor Fee

Attachments: -Change Event #004 & Email Approval Change in Contract Price Original Contract Price: $

Original Contract Times:

298,000.00

Increase/Decrease from previously approved Change Orders No. 0 to No 1 $

Ready for final payment:

August 29, 2025

Substantial Completion:

112 days

Ready for final payment:

112 days

Substantial Completion:

12/05/2025

Ready for final payment:

12/19/2025

Increase/Decrease this Change Order:

115.00

Contract Price incorporating this Change Order:

August 15, 2025

Contract Times prior to this Change Order:

298,000.00

Increase this Change Order:

Substantial Completion:

Increase/Decrease from previously approved Change Orders No.0 to No.1

0.00

Contract Price prior to this Change Order: $

Change in Contract Times

Substantial Completion:

7 days

Ready for final payment:

7 days

Contract Times with all approved Change Orders:

298,115.00

Substantial Completion:

12/12/2025

Ready for final payment:

12/26/2025

Recommended by Engineer (if required)

Authorized by Contractor

By: Title: Date:

Jon Moxey, Project Manager 12/5/2025

Assistant Project Manager 11/10/2025 Approved by Funding Agency (if applicable)

Authorized by Owner By: Title: Date:

865680

N/A

01 26 00 - 1

Change Order No. 2 05.05.25

CHANGE ORDER NO. 003 Engineer: Contractor: Project: Date Issued:

City of Saugatuck Fleis & VandenBrink Engineering Midwest Construction Group, Inc MT Baldhead Restroom May 21, 2025

Engineer’s Project No.: 860451 Contractor’s Project No.: N/A Effective Date of Change Order: Nov 14, 2025

Description: Tariff increase on Aluminum doors. These increases on aluminum went into effect in March of 2025. Item No Item Description

Unit

Est. Qty

Unit Price

Total Amount

LS

$ 3,074.00

$ 3,074.00

Total Add

$ 3,074.00

Glass & Glazing

Attachments: Change in Contract Price Original Contract Price: $

Original Contract Times:

298,000.00

Increase/Decrease from previously approved Change Orders No. 0 to No 2 $

Ready for final payment:

August 29, 2025

Substantial Completion:

119 days

Ready for final payment:

119 days

Substantial Completion:

12/12/2025

Ready for final payment:

12/26/2025

Increase/Decrease this Change Order:

$3,074.00

Contract Price incorporating this Change Order:

August 15, 2025

Contract Times prior to this Change Order:

298,115.00

Increase this Change Order:

Substantial Completion:

Increase/Decrease from previously approved Change Orders No.0 to No.2

115.00

Contract Price prior to this Change Order: $

Change in Contract Times

Substantial Completion:

0 days

Ready for final payment:

0 days

Contract Times with all approved Change Orders:

301,189.00

Substantial Completion:

12/12/2025

Ready for final payment:

12/26/2025

Recommended by Engineer (if required)

Authorized by Contractor

By: Title: Date:

Assistant Project Manager 11/14/2025

Jon Moxey, Project Manager 12/5/2025

Approved by Funding Agency (if applicable)

Authorized by Owner By:

N/A

Title: Date:

865680

01 26 00 - 1

Change Order No. 2 05.05.25

Estimate 2/13/2025

(616) 928-1033 www.glassimages.net Midwest Construction Group, Inc 16 S. Elm St. Zeeland, MI 49464 616.772.6070 Estimate # Project: Qty

Purchase Order #

31517

E-mail AP@midwestbuilt.com

Description

Total

Estimate for Installation of Flush Aluminum Entry Doors Includes Addendum #1 Details and Hardware Special-Lite Aluminum Entry Door System - (3) 3'0" x 7'2" SL-16 Single Doors - 2" x 4 1/2" Perimeter Frame - Painted Finish Bone White - Hardware per Hardware Schedule - Complete Installation Labor

18,325.00

Subtotal

$18,325.00

Estimate pricing is valid for up to 15 days Sales Tax (6.0%) Signature _____________________________________

Glass Images Inc. 4142 Blue Star Highway Holland, MI 49423

Total

$0.00 $18,325.00

Estimate 2/13/2025

(616) 928-1033 www.glassimages.net Midwest Construction Group, Inc 16 S. Elm St. Zeeland, MI 49464 616.772.6070 Estimate # Project:

Purchase Order #

31517

Qty

E-mail AP@midwestbuilt.com

Description

Total

Estimate for Installation of Flush Aluminum Entry Doors Includes Addendum #1 Details and Hardware Pricing Updated 8/19/25 Special-Lite Aluminum Entry Door System - (3) 3'0" x 7'2" SL-16 Single Doors - 2" x 4 1/2" Perimeter Frame - Painted Finish Bone White - Hardware per Hardware Schedule - Complete Installation Labor

21,399.00

Subtotal

$21,399.00

Estimate pricing is valid for up to 15 days Sales Tax (6.0%) Signature _____________________________________

Glass Images Inc. 4142 Blue Star Highway Holland, MI 49423

Total

$0.00 $21,399.00

CHANGE ORDER NO. 004 Engineer: Contractor: Project: Date Issued:

City of Saugatuck Fleis & VandenBrink Engineering Midwest Construction Group, Inc MT Baldhead Restroom May 21, 2025

Engineer’s Project No.: 860451 Contractor’s Project No.: N/A Effective Date of Change Order: December 05, 2025

Description: Cost to locate water utility location. Through extensive searching with GPR, Pipe Locators and manpower, the water line was not in the location of the Existing Conditions plan. A relative location was eventually found going North, where a corp stop was impossible to locate. A request for additional time has been made to complete this project with it’s entirety. We anticipate Occupancy sooner than this, but the site will not be complete until spring with landscape touchups, if needed. Item No Item Description

Unit

Est. Qty

Unit Price

Total Amount

4 1 2

LS LS LS

1 1 1

$ 7,503.74 $ 760.00 $ 826.37 Total Add

$ 7,503.74 $ 760.00 $ 826.37 $ 9,090.11

Site Work General Conditions Contractor Fee

Attachments: Change in Contract Price Original Contract Price: $

Original Contract Times:

298,000.00

Increase from previously approved Change Orders No. 0 to No 3 $

3,189.00

Contract Price prior to this Change Order: $

301,189.00

Increase this Change Order: $

$9,090.11

Contract Price incorporating this Change Order: $

Change in Contract Times

310,279.11

Substantial Completion:

August 15, 2025

Ready for final payment:

August 29, 2025

Increase/Decrease from previously approved Change Orders No.0 to No.3 Substantial Completion:

119 days

Ready for final payment:

119 days

Contract Times prior to this Change Order: Substantial Completion:

12/12/2025

Ready for final payment:

12/26/2025

Increase/Decrease this Change Order: Substantial Completion:

19 days

Ready for final payment:

125 days

Contract Times with all approve Change Orders: Substantial Completion:

12/31/2025

Ready for final payment:

04/30/2026

Recommended by Engineer (if required)

Authorized by Contractor

By: Title: Date:

Jon Moxey, Project Manager 12/5/2025 Authorized by Owner

By: Title: Date:

Assistant Project Manager 12/05/2025

Approved by Funding Agency (if applicable)

N/A

CHANGE ORDER NO. 005 Engineer: Contractor: Project: Date Issued:

City of Saugatuck Fleis & VandenBrink Engineering Midwest Construction Group, Inc MT Baldhead Restroom May 21, 2025

Engineer’s Project No.: 860451 Contractor’s Project No.: N/A Effective Date of Change Order: December 29, 2025

Description: Credit Cost for existing restroom removal. Item No Item Description

Unit

Est. Qty

Unit Price

Total Amount

4 1

LS LS

1 1

$ (550.00) $ (450.00) Total Credit

$ (550.00) $ (450.00) $ (1,000.00)

Site Work General Conditions

Attachments: Change in Contract Price Original Contract Price: $

Original Contract Times:

298,000.00

Increase from previously approved Change Orders No. 0 to No 4 $

12,279.11

Contract Price prior to this Change Order: $

310,279.11

Decrease this Change Order: $

1,000.00

Contract Price incorporating this Change Order: $

Change in Contract Times

309,279.11

Substantial Completion:

August 15, 2025

Ready for final payment:

August 29, 2025

Increase/Decrease from previously approved Change Orders No.0 to No.4 Substantial Completion:

119 days

Ready for final payment:

119 days

Contract Times prior to this Change Order: Substantial Completion:

12/12/2025

Ready for final payment:

12/26/2025

Increase/Decrease this Change Order: Substantial Completion:

19 days

Ready for final payment:

125 days

Contract Times with all approve Change Orders: Substantial Completion:

12/31/2025

Ready for final payment:

04/30/2026

Recommended by Engineer (if required)

Authorized by Contractor

By: Title: Date:

Project Manager 1/1/2026 Authorized by Owner

By: Title: Date:

Assistant Project Manager 12/29/2025

Approved by Funding Agency (if applicable)

City of Saugatuck Memo To: Saugatuck City Council From: Anthony E. Meyaard, Assessor Date: January 7, 2026 Re: Approval of the 2026 Poverty Exemption Guidelines PA 253 of 2020 amended MCL 211.7u, which requires the City Council to approve and adopt Poverty Exemption Guidelines on an annual basis. The attached resolution and policy have been updated with the income levels as approved by the U.S. Department of Health and Human Services for 2026. In addition, you will find the Poverty Exemption Application as approved by the State Tax Commission. In the past, the City created and used its own application; however, since the passage of PA 253 of 2020, we are required to use the State-approved form. I respectfully request City Council approval of the attached poverty exemption resolution and guidelines in order to remain in compliance with MCL 211.7u. Respectfully submitted, Anthony E. Meyaard City of Saugatuck Assessor

CITY OF SAUGATUCK COUNTY OF ALLEGAN STATE OF MICHIGAN RESOLUTION NO. 260112-A A RESOLUTION APPROVING THE ADOPTION OF GUIDELINES FOR POVERTY EXEMPTIONS FOR 2026 WHEREAS, the adoption of guidelines for poverty exemptions is within the purview of the City Council, and WHEREAS, the homestead of persons who, in the judgment of the Supervisor and Board of Review, by reason of poverty, are unable to contribute to the public charges is eligible for exemption in whole or part from taxation under Public Act 390, 1994 (MCL 211.7u) and as amended by PA 620 of 2002 and further amended by PA 253 of 2020; and WHEREAS, pursuant to PA 390, 1994, PA 620, 2002 and PA 253 of 2020, City of Saugatuck, Allegan County adopts the following guidelines for the Board of Review to implement. The guidelines shall include but not be limited to the specific income and asset levels of the claimant and all persons residing in the household, including any property tax credit returns, filed in the immediately preceding year, To be eligible, a person shall meet all the following requirements: 1) Be an owner of and occupy as a principal residence of the property for which an exemption is requested. 2) File a claim with the Chairman, Assessor or Board of Review, accompanied by federal and state income tax returns for all persons residing in the homestead, including any property tax credit returns filed in the immediately preceding year UNLESS the attached affidavit is completed for each person that is not required by law to file Federal and/or State income tax return(s). 3) Produce a valid driver’s license or other form of identification. 4) Produce a deed, land contract, or other evidence of ownership of the property for which an exemption is required, if requested. 5) Meet the federal poverty income standards as defined and determined annually by the United States Office of Management and Budget (see attached). 6) Have assets totaling no more than the income level equal to the federal poverty guidelines for the number of individuals in the household, not including the primary residence and one vehicle. 7) The application for an exemption shall be filed after January 1, but before the day prior to the last day of Board of Review in the year that the exemption is being requested. 8) Any additional eligibility requirements allowed by law as determined by the Township Board of Review. NOW, THEREFORE BE IT HEREBY RESOLVED that the Board of Review shall follow the above stated policy and federal guidelines in granting or denying an exemption. YEAS: Council Members: NAYS: Council Members: ABSTAIN: Council Members: ABSENT: Council Members: ADOPTED this _____ day of __________________, 2026.

CITY OF SAUGATUCK BY: ________________________________ Holly Anderson, Mayor BY:________________________________ Jamie Wolters, City Clerk CERTIFICATION I, Jamie Wolters, the duly appointed Clerk of the City of Saugatuck do hereby certify the foregoing is a true and complete copy of a resolution adopted by the City Council at a regular meeting held _______________________, 2026. Signed: ____________________________ Jamie Wolters, City Clerk

FEDERAL POVERTY INCOME STANDARDS FOR 2025 ASSESSMENTS The following are the federal poverty income standards as of December 31, 2025 for use in setting poverty exemption guidelines for 2026 assessments. Federal Poverty Income Guidelines a Number of Persons Residing Maximum Total Income in the Principal Residence 1 $15,650 2 $21,150 3 $26,650 4 $32,150 5 $37,650 6 $43,150 7 $48,650 8 $54,150 Each Additional Person $5,500

Income Guidelines The income guidelines used by the Board of Review have been established in accordance with P.A. 390 of 1994. In determining qualifications for the exemption, the Board of Review shall consider every variable on the application including total household income, the nature and duration of the income stream, the current taxable and state equalized values of the subject property, the quality and accuracy of the information submitted and any other such evidence as they feel appropriate in making their decision. These guidelines shall assist the Board of Review in their decisions. 2026 Poverty Income Guidelines Range for City of Saugatuck Number of Persons Residing in the Principal Residence 1

Household Income $0 - $15,650 $19,560 $23,480 Max $27,390

Recommended Board Action Exemption % Percentage Granted Maximum 100% At this range point 75 % At this range point 50 % At this range point 25 %

$0 - $21,150 $26,440 $31,730 Max $37,010

Maximum 100 % At this range point 75 % At this range point 50 % At this range point 25 %

$0 - $26,650 $33,310 $39,980 Max $46,640

Maximum 100 % At this range point 75 % At this range point 50 % At this range point 25 %

$0 - $32,150 $40,190 $48,230 Max $56,260

Maximum 100 % At this range point 75 % At this range point 50 % At this range point 25 %

$0 - $37,650 $47,060 $56,480 Max $65,890

Maximum 100 % At this range point 75 % At this range point 50 % At this range point 25 %

$0 - $43,150 $53,940 $64,730 Max $75,510

Maximum 100 % At this range point 75 % At this range point 50 % At this range point 25 %

$0 - $48,650 $60,810 $72,890 Max $85,140

Maximum 100 % At this range point 75 % At this range point 50 % At this range point 25 %

$0 - $54,150 Maximum 100 % $67,690 At this range point 75 % $81,230 At this range point 50 % Max $94,760 At this range point 25 % Each Additional Person $ 5,500

Assets (not including the primary residence) shall not exceed $15,000

2026 Poverty Exemption Application Instructions THIS APPLICATION SHOULD BE RETURNED TO: Mailing Address & Building Location: City of Saugatuck, 102 Butler St, Saugatuck, MI 49453 City Of Saugatuck www.Saugatuckcity.com To be considered for a hardship exemption, the following steps must be followed: 1. The Petitioners must complete this application IN FULL including signatures on the last page. Return the application and attachments to the Assessing Department after January 1, but before the day prior to the last day of Board of Review in the year that the exemption is being requested. 2. Per City of Saugatuck’s Poverty Resolution, you must attach signed copies of the following for all persons living in the household: __ 2025 FEDERAL INCOME TAX RETURN (1040) with W 2’s & 1099’s. __ 2025 MICHIGAN INCOME TAX RETURN (MI-1040) __ 2025 HOMESTEAD PROPERTY TAX CREDIT FORM (MI-1040CR) __ 2025 SOCIAL SECURITY BENEFIT STATEMENT (SSA-1099) __ YEAR END STATEMENTS FOR ASSET INFORMATION IF YOU ARE NOT REQUIRED, BY LAW, TO FILE OR STATE INCOME TAX FORMS, YOU MUST COMPLETE THE ATTACHED POVERTY EXEMPTION AFFIDAVIT. Hardship Exemption as defined by the Michigan Complied Laws is as follows: Section 211.7u: The homestead of persons who, in the judgment of the supervisor and Board of Review, by reason of poverty, are unable to contribute toward the public charges are eligible in whole or in part from taxation under this act. Please be aware that as an applicant for Hardship Exemption, you must also comply with the following sections of the Michigan Compiled Laws: Section 211.116 Perjury: Any person who, under any of the proceedings required or permitted by this act, shall willfully swear falsely, will be guilty of perjury and subject to its penalties. If received timely, your application will be presented at the next scheduled Board of Review. Your attendance at the appropriate meeting is strongly encouraged but is not required. The Board of Review may have questions for you regarding your application or documentation. Please be aware that the Board of Review MUST conduct their meetings according to the Open Meetings Act.

CITY OF SAUGATUCK PROCLAMATION 260112-P1, HONORING THE RETIREMENT OF DAVID SWAN, CO-FOUNDER AND BOARD PRESIDENT, SAUGATUCK DUNES COASTAL ALLIANCE WHEREAS, the City of Saugatuck proudly recognizes individuals whose leadership, integrity, and dedication have made a significant and lasting impact on our community; and WHEREAS, for more than 25 years, David Swan has dedicated himself to the protection of the dunes, beaches, forests, wetlands, and cultural landscapes at the Kalamazoo River Mouth, continuing and strengthening a 140-year legacy of conservation in Saugatuck; and WHEREAS, David and his wife, Alison Swan, co-founded Concerned Citizens for Saugatuck Dunes State Park in 2001, an organization that successfully fought to protect the integrity of Saugatuck Dunes State Park and later merged into the Saugatuck Dunes Coastal Alliance, which David helped found in 2007 to advance locally determined zoning, responsible land use, and science-based stewardship; and WHEREAS, under David’s leadership, the Saugatuck Dunes Coastal Alliance emerged as a formidable protector of the region’s globally significant freshwater dune system, contributing to the safeguarding of more than 300 acres of sensitive habitat, including the 171-acre Saugatuck Harbor Natural area; and WHEREAS, David’s strategic vision and collaborative spirit brought together environmental organizations, regulators, lawmakers, and three Potawatomi Bands – the Match-E-Be-Nash-She-Wish Band, the Nottawaseppi Huron Band, and the Pokagon Band – to secure lasting protections for the Kalamazoo River Mouth; and WHEREAS, his efforts played a central role in preventing the construction of a water treatment facility in Saugatuck Dunes State Park, securing the designation of the Saugatuck Harbor Natural Area, and petitioning regulatory authorities to deny permits for a proposed marina at the Kalamazoo River Mouth; and WHEREAS, the Coastal Alliance under David’s guidance, achieved a landmark Michigan Supreme Court ruling that broadened citizens’ ability to challenge local zoning decisions – strengthening public participation and ensuring transparency and accountability in land-use governance; and WHEREAS, through his passion, depth of knowledge, and tireless advocacy, David has become a respected environmental leader throughout Michigan, inspiring countless residents to engage in stewardship and conservation; and NOW, THEREFORE, BE IT PROCLAIMED that the City of Saugatuck hereby honors David Swan for his extraordinary service, vision, and dedication to conserving the Saugatuck Dunes and the Kalamazoo River Mouth for the benefit of future generations; and BE IT FURTHER PROCLAIMED that the City of Saugatuck extends its deepest gratitude to David and wishes him the very best in his future endeavors. IN WITNESS WHEREOF, I, Holly Anderson, Mayor of the City of Saugatuck, do hereby sign this proclamation on this 12th day of January 2026. ___________________________________________ Holly Anderson, Mayor ____________________________________________ Jamie Wolters, City Clerk