Zeeland BPW approves $2.75M office expansion amendment, awards furniture and A/V contracts and signs on to MPPA energy program

The Zeeland Board of Public Works on Sept. 9 approved a $250,000 amendment to the BPW Administrative Office Expansion & Renovation project budget, bringing the total authorization to $2,750,000, and approved several related contracts and program participations.

The actions came at a regularly scheduled meeting called to order by Chairperson Boerman at 3:30 p.m. with Commissioners Cooney, Query, Walters and VanAst present. Commissioners voted unanimously on each formal action reported in the minutes.

Why it matters: The board's approval clears the way for final construction and outfitting of the BPW administrative office expansion. Staff said the project moved from an earlier March estimate through a design-build process that produced detailed bids; staff recommended a modest contingency (about 9% of the revised sub-total) to address remaining uncertainties.

Budget and contracts: Manager Mulder told commissioners that the detailed design and contractor bids resulted in a revised project sub-total of $2,509,965 and that staff recommended adding $240,035 in contingency for a total project authorization of $2,750,000. The board approved a $250,000 budget amendment to reach that total, with the amendment to be subject to Zeeland City Council approval. The FY2026 CIP allocation was described as splitting project costs 75% to the Electric Department and 25% to the Water Department.

The board also approved a sole-source contract for office furniture to West Michigan Office Interiors for $98,186.28. Staff characterized the furniture procurement as sole-sourced because of the firm's partnership in the design/build process.

A/V procurement: IT Director Maloney presented responses to an A/V RFP for the new conference room and recommended Smart Homes / Smart Offices (SHSO). Staff described SHSO's proposal as offering a Crestron control system and a comprehensive microphone package at a mid-range price. The board awarded the A/V contract to SHSO for $53,576.15 and authorized a 5% contingency ($2,679), bringing the total authorization for the A/V work to $56,255; this authorization will be charged to the same office expansion CIP allocation (75% Electric / 25% Water).

Energy program participation: Manager Mulder recommended the BPW adopt the MPPA Retail Energy Improvement Program for the 2026'2029 compliance cycle to meet Michigan's 1.5% annual energy-savings requirement under Public Act 229. Staff presented a cost and performance comparison showing MPPA at an estimated $1.13 million annually (about $0.188 per kWh) to deliver roughly 6.0 million kWh of annual savings, versus the State's Efficiency United projection of approximately $1.57 million annually (about $0.238 per kWh) for similar savings. Staff noted the MPPA model would return a higher share of program dollars to customers (70% vs. 54%) and recommended the board approve the participation agreement for consideration by Zeeland City Council; the board voted to forward that agreement for council consideration.

Personnel planning: HR consultant Kurt Wassink of HR Solutions led a discussion with the board about recruitment for the general manager position in anticipation of General Manager Andrew Boatright's planned retirement in September 2026. The discussion was presented as facilitation of the recruitment process and next steps were not recorded as formal directives in the minutes.

What was decided (votes at a glance): - Approved minutes of Aug. 12, 2025 (motion: Commissioner Query; second: Commissioner Walters; outcome: carried, all voting aye). - Approved July 2025 cash disbursements and regular monthly transfers (outcome: carried, all voting aye). - 25.044: Approved $250,000 budget amendment to the BPW Administrative Office Expansion & Renovation project (motion: Vice Chair Cooney; second: Commissioner Walters; outcome: approved, all voting aye). - 25.045: Approved sole-source contract to West Michigan Office Interiors for $98,186.28 (motion: Vice Chair Cooney; second: Commissioner Query; outcome: approved, all voting aye). - 25.046: Awarded conference room A/V contract to Smart Homes / Smart Offices for $53,576.15 plus 5% contingency (motion: Commissioner Query; second: Commissioner VanAst; outcome: approved, all voting aye). - 25.047: Approved MPPA Retail Energy Improvement Program Project Participation Agreement for Zeeland City Council consideration (motion: Vice Chair Cooney; second: Commissioner Walters; outcome: approved, all voting aye).

Next steps and context: The budget amendment is subject to Zeeland City Council approval on Sept. 15, 2025. Contract awards will be implemented against the FY2026 CIP. Staff noted a small contingency to cover potential unforeseen costs. The meeting adjourned at 6:05 p.m.

Source: Zeeland Board of Public Works Commission minutes, Sept. 9, 2025.