Chip’s Groundcover Christmascape Proposal for Water Street and Hoffman Street for 2026 and 2027

City Council Agenda Item Report

FROM:

Mark Ondersma – Director of Public Works

MEETING DATE:

September 28, 2026

SUBJECT:

Holiday Light Expansion2 Year Contract

DESCRIPTION: Staff is requesting City Council approval of a two-year renewal and expansion of the City’s downtown holiday lighting program for the 2026 and 2027 holiday seasons. The proposal from Chips Groundcover, LLC includes the installation, seasonal servicing, takedown, and storage of the expanded holiday lighting displays. The annual cost for the expansion is $8,580 for each of the 2026 and 2027 holiday seasons. Last year, the City invested in electrical upgrades to support the expansion of the downtown holiday lighting program. The 2025 holiday season was the first year of the expanded lighting, and the additional displays received a very positive response from the community and downtown visitors. The expanded lighting areas will include:  

Water Street, from Culver Street to Mary Street: 38 trees Hoffman Street, from Water Street to Butler Street: 16 trees

The Convention & Visitors Bureau (CVB) has also provided $6,000 sponsorship toward the expanded lighting areas. BUDGET ACTION REQUIRED: Funding for the expanded lighting is included in the current fiscal year budget. COMMITTEE/COMMISSION REVIEW: N/A LEGAL REVIEW: N/A

SAMPLE MOTION: Motion to approve the Holiday lighting program expansion renewal with Chips Groundcover, LLC, for the 2026 and 2027 holiday seasons at an annual cost of $8,580, subject to final contract review and execution.

______ The week BEFORE Thanksgiving. _______ The week OF Thanksgiving. ______ The week AFTER Thanksgiving. Other (Please Specify): ________________________________________________________________________________ TIMERS: (typically set for 5pm

11 pm & 6am

8am) Please note if other time is desired: ______________________________

TAKEDOWN: Wreath and Garland Takedown is typically completed first. Remaining lighting takedown will be completed weather and timing depend Unplug timers if you'd like your display off before we're able to complete takedown. Call us if you have questions regarding turning your system off. Pricing includes takedown within 1 year of installation. Takedowns requested to be completed 1 year or more after of installation billed at service rates.

: Please choose what month:

January

February

March

Choose time of the month:

Beginning

Middle

End

Other (Please Specify): ________________________________________________________________________________ Notes: ______________________________________________________________________________________________________ ____________________________________________________________________________________________________________ Signature: ______________________________________________________________ Date:____________________________ Your (the client) signature, verbal agreement, or agreement via email to this contract acknowledges that you personally guarantee payment for services rendered. The client agrees to pay all costs associated with the collection process, if necessary. Payment may be required prior to beginning work otherwise payment is due 30 days after invoice date. $25 returned check fee, 24% annual finance charge on past due invoices. Proposals valid for thirty days. Prices based on product availability. Client required to supply adequate electric power prior to installation date. Alterations from plans are to be added or subtracted from the sum quoted in this contract. Chips labor furnished under this contract as required by federal laws and the laws of the state of Michigan.

SERVICE / MATERIAL WARRANTY AND REPLACEMENT: You receive 3 free service calls per season (3 months) upon proposal / renewal acceptance. Service calls are typically completed within 3 days of notice of nearest business day; and are weather and safety dependent. Each additional service call billed at $85 first hour (minimum). $85 each additional hour, billed in 15 minute increments. New material covered for 1 season (3 months) under manufacturer's warranty. At re-installation: defective and non-working material may be billed additional, if unable to be fixed by us. Material needing replacement due to theft, vandalism, or acts of nature may be billed additional. Material to be replaced due to installation error or manufacturer defect will be completed at no additional costs. Client is responsible for providing adequate power. No Sunday or Holiday call-outs. No service fee will be assessed for items which are unserviceable due to safety concerns. (Material not supplied by us excluded from service & material warranty policy) Need Service? Don't hesitate to callwe might be working in your area and might be able to waive service charges. STORAGE: Unless noted, you are purchasing material upon initial installation. Type and number of Extension cords and Timers may change annually based on installation methods. Prices include 11 months of off-season storage (when installed for seasonal use). Additional storage billed $8 per month per $1,000 of job total, $8/month minimum, billed annually at beginning of storage period. Your material is stored off site and insured during the off-season. Useful life of materials is based as follows, (whereas 1 season = 3 months): C9 materials (typically used for roofline applications), Mini lights (typically used for tree lighting), Wreaths, and Garland: 6 seasons. Replacement material offered on a pro-rated bases of useful life to client if needing replacement within material useful life.

Office Use: Date Received: ____________ Etmd Instl Hrs: Tree ____

Date Confirmed: __________

Intl: __________

WG/WM Complete: ________

Rfln: ______ Wrth/Grn _____ Estmd TD: Tree ____ Rfln: ______ Wrth/Grn: _____

ReqInsDate: _________ Tmrs pgm: _________ Tentative Takedown: ______ rv