Holiday Lighting

City Council Agenda Item Report

FROM:

Scott Herbert – Public Works Superintendent

MEETING DATE:

Wednesday August 6th, 2025

SUBJECT:

Holiday Lighting

DESCRIPTION:

Holiday Lighting Contract Renewal – Chips Groundcover Contract Term: Three-year renewal for 2025, 2026, and 2027 holiday seasons. Scope: Installation, service, takedown, and storage of commercial grade 5mm mini lights. Downtown streets include Culver Street from Butler to the SCA, Butler Street from Culver Street to Mary Street, and the trees at Wicks Park. Contract Amount: • Downtown Areas: $23,400 annually • Wicks Park: $2,950 annually Additional Lighting Areas Proposed: The following locations may also need additional electrical work to provide power for the expanded holiday lighting. Consumer’s Energy has provided a cost estimate of $1,500 to install new outlets on utility poles. • Griffith Street (14 trees): $2,150 • Water Street (38 trees): $5,950 • Mason Street (30 trees): $4,450 • Hoffman Street (16 trees): $3,750 • Main Street (8 trees): $2,450 • Mary Street (15 trees): $5,750

Electrical Options Consumers Energy was able to provide the following options for future maintenance of the utility pole outlets: $317.00 per work location Consumers Energy will disconnect the outlet from the CE secondary to de-energize it at the pole. The City will handle maintenance or replacement of the outlets, with any replacement outlets requiring prior approval from Consumers Energy. Consumers Energy will then return to reconnect the outlet wiring to the CE secondary distribution. An updated form 160 will be needed to account for these outlets on our poles. Electrical Contractor Proposals: • Polarity Electric: $385 per pole • RAF Electric: $2,350 per pole • Haveman Electric: Declined $636.00 per work location Consumers Energy will disconnect City outlets and install CE-approved outlets on the poles. These outlets will become CE-owned equipment, which can only be serviced by qualified CE line workers, but the City will be able to use them. An updated Form 160 will be required to account for these outlets on our poles. $1,500.00 per work location This is the estimated cost for Consumers Energy to add a new outlet to a wood pole. Before installation, the pole must be analyzed and approved by our Infrastructure Attachment group. An updated Form 160 will be required to account for these outlets on our poles.

Recommendation • • •

Approve the three-year renewal with Chips Groundcover for existing downtown lighting and Wicks Park. Discuss/evaluate holiday lighting expansion options and provide feedback to staff. Maintain ownership of the utility pole outlets and allow staff to coordinate necessary repairs and upgrades with Consumer’s Energy and Polarity Electric as needed. This ensures timely serviceability and troubleshooting by DPW, Chips Groundcover, electrical contractors, and Consumers Energy.

BUDGET ACTION REQUIRED: Fiscal Year 2025-2026: $26,350 for the contract renewal for lights downtown and at Wicks Park. COMMITTEE/COMMISSION REVIEW: N/A LEGAL REVIEW: N/A SAMPLE MOTION: Discussion only.

11931 E Lakewood Blvd • Holland MI 49424 • info@chipsgroundcover.com • Phone - 616.546.9196 • Fax – 616.546.9210

Christmascape Renewal. Prepared For: Bill To:

City of Saugatuck

Job Name (if different): Phone:

269-857-2603

Date: 03/07/25 Ryan Cummins Primary Contact (if commercial): Downtown Areas (2025 additions) Scott Herbert Email: rcummins@saugatuckcity.com

Billing Address, City, State, Zip: Jobsite Address:

102 Butler St. PO Box 86 Saugatuck MI 49453

See detail below.

Thank you for your interest in our services! We take pride in the displays we create (we call them “Christmascapes!”) for your enjoyment and we hope to work with you soon. Please initial at each desired item. Please complete top-portion of reverse side for scheduling Item #:

CUSTOMER INITIAL

Description:

Annual Price:

Description: Addition of various downtown areas. Annual price; 2025, 2026, 2027 Christmas Season. Pricing valid for 30 days from issuance. Pricing includes installation, service (see terms), takedown, and storage of materials. Pricing does not include the sale of material. Installation method to be consistent to current display (Trees along Butler Ave, Culver St, and other nearby areas). Trunks and select branches to wrapped 10-12 foot height where possible. Strand Spacing approximately 6” apart. Tree canopies to be wrapped where possible, avoiding areas when overhead utility / power lines are present. Tree canopy spacing and number of strands will vary based on canopy size and shape and species of tree. Client responsibility to provide adequate power. Note: Individual tree pricing varies based on tree size, shape and species. Some trees may be skipped due to power unavailable, if too small to hold lights, or other reasons. Pricing reflects estimated tree quantity, and subject to change based on actual quantity. Material to be used: Commercial Grade 5mm minis lights with 6” bulb spacing. Service: To be included within Downtown Area Service (not additional to). Downtown Area Service: Includes up to 30 free service calls per season upon proposal acceptance. Service calls are typically completed within 4 business days of notice of the closest business day, weather and safety depending (Saturday and Sunday calls will be processed Monday). Each additional service call billed at $85 first hour (minimum). $85 each additional hour, billed in 15 minute increments. 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. No Sunday or Holiday call-outs. 1

Griffith Street from Culver To Mason (Estimated 14 trees)

$2,150

Water Street from Culver to Mary (Estimated 38 trees)

$5,950

Mason St. from Water to Griffin (Estimated 30 trees)

$4,450

Hoffman St. from Water to Butler (Estimated 16 trees)

$3,750

Main St. from Water to Butler (Estimated 8 trees)

$2,450

Mary St. from Water to Butler (Estimated 15 trees)

$5750

11931 E Lakewood Blvd • Holland MI 49424 • info@chipsgroundcover.com • Phone - 616.546.9196 • Fax – 616.546.9210

Christmascape Renewal. Prepared For: Bill To:

City of Saugatuck

Job Name (if different): Phone:

Downtown Areas

269-857-2603

Billing Address, City, State, Zip: Jobsite Address:

Date: Email:

Primary Contact (if commercial):

04/03/25

Ryan Cummins

rcummins@saugatuckcity.com

102 Butler St. PO Box 86 Saugatuck MI 49453

Various, as described.

Thank you for your interest in our services! We take pride in the displays we create (we call them “Christmascapes!”) for your enjoyment and we hope to work with you soon. Please initial at each desired item. Please complete top-portion of reverse side for scheduling

Description:

Annual Price:

Renewal of Christmascape, creating display similar to previous seasons with 3 year agreement. (2025, 2026, 2027 seasons). Area Number of trees Culver Street from Griffith to Saugatuck Center for the 6 Arts Culver Street from Butler to Griffith St 15 Butler Street from Mason St to Culver 20 Butler Street from Hoffman St to Mason St 15 Butler Street from Main St. to Hoffman St 20 Butler Street from Mary St. to Main St 9 Pricing valid for 30 days from issuance. Pricing includes installation, service (see terms), takedown, and storage of materials. Pricing does not include the sale of material. Trunks and select branches to wrapped 10-12 foot height where possible. Strand Spacing approximately 6” apart. Tree canopies to be wrapped where possible, consistent with previous seasons, avoiding areas when overhead utility / power lines are present. Tree canopy spacing and number of strands will vary based on canopy size and shape and species of tree. Client responsibility to provide adequate power. Note: Individual tree pricing varies based on tree size, shape and species. Some trees may be skipped due to power unavailable, if too small to hold lights, or other reasons. Pricing subject to change based on actual quantity. Material to be used: Commercial Grade 5mm minis lights with 6” bulb spacing. Service: Includes up to 30 free service calls per season upon proposal acceptance, (to be combined into any existing or future contracts with client, not additional to). Service calls are typically completed within 4 business days of notice of the closest business day, weather and safety depending (Saturday and Sunday calls will be processed Monday). Each additional service call billed at $85 first hour (minimum). $85 each additional hour, billed in 15 minute increments. 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. No Sunday or Holiday callouts.

$23,400

Page 1 of 2

Installation target to be started no earlier than August 31. Lights powered on target between October 20 – November 10 (or per City Request). Takedown to be completed target March 15-31 (or per City request)

Client Signature: ________________________ Print: ___________________Title:

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 Groundcover, LLC agrees to carry worker’s compensation and general liability insurance, and to pay all taxes on material and labor furnished under this contract as required by federal laws and the laws of the state of Michigan.

Notes: ______________________________________________________________________________________________________ ____________________________________________________________________________________________________________

SERVICE / MATERIAL WARRANTY AND REPLACEMENT: You receive 3 free service calls per season (3 months) upon proposal / renewal acceptance (unless noted otherwise). 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 Timers and Extension cords may change annually based on installation method. 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.

Office Use: Date Rcvd: ____________ Date Cnfmd __________________ By: _________________________ Rqstd PO:

TmrType:

TmrPr:

RqTD:

WG/WM Complete: Y | N ________ rv 01/20

Page 2 of 2

11931 E Lakewood Blvd • Holland MI 49424 • info@chipsgroundcover.com • Phone - 616.546.9196 • Fax – 616.546.9210

Christmascape Renewal. Prepared For: Bill To:

City of Saugatuck

Job Name (if different): Phone:

Wicks Park

269-857-2603

Billing Address, City, State, Zip: Jobsite Address:

Date: Primary Contact (if commercial):

Email:

04-03-25

Ryan Cummins

rcummins@saugatuckcity.com

102 Butler St. PO Box 86 Saugatuck MI 49453

Wicks Park Area, Saugatuck Mi.

Thank you for your interest in our services! We take pride in the displays we create (we call them “Christmascapes!”) for your enjoyment and we hope to work with you soon. Please initial at each desired item. Please complete top-portion of reverse side for scheduling Description:

Renewal of Christmascape, creating display similar to previous seasons with 3 year agreement. (2025, 2026, 2027 seasons). Tree Lighting: (7) Trees in Wicks Park. on overhead map using 5mm mini style Christmas lights (warm white). Trunk wraps and tree canopies up to approximately 10-12’ height, Trunk wraps approx 6” spacing. Canopy wraps approx 12-24” spacing. Pricing valid for 30 days from issuance. Pricing includes installation, service (see terms), takedown, and storage of materials. Pricing does not include the sale of material. Trunks and select branches to wrapped 10-12 foot height where possible. Strand Spacing approximately 6” apart. Tree canopies to be wrapped where possible, consistent with previous seasons, avoiding areas when overhead utility / power lines are present. Tree canopy spacing to be approx 24”. Client responsibility to provide adequate power. Note: Individual tree pricing varies based on tree size, shape and species. Some trees may be skipped due to power unavailable, if too small to hold lights, or other reasons. Pricing subject to change based on actual quantity. Material to be used: Commercial Grade 5mm minis lights with 6” bulb spacing. Service: Includes up to 30 free service calls per season upon proposal acceptance, (to be combined inot any existing or future contracts with client, not additional to). Service calls are typically completed within 4 business days of notice of the closest business day, weather and safety depending (Saturday and Sunday calls will be processed Monday). Each additional service call billed at $85 first hour (minimum). $85 each additional hour, billed in 15 minute increments. 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. No Sunday or Holiday call-outs.

Client Signature: ________________________ Print: ___________________Title:

Current Year:

$2950

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 Page 1 of 2

Groundcover, LLC agrees to carry worker’s compensation and general liability insurance, and to pay all taxes on material and labor furnished under this contract as required by federal laws and the laws of the state of Michigan .

Notes: ______________________________________________________________________________________________________ ____________________________________________________________________________________________________________

SERVICE / MATERIAL WARRANTY AND REPLACEMENT: You receive 3 free service calls per season (3 months) upon proposal / renewal acceptance (unless noted otherwise). 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 Timers and Extension cords may change annually based on installation method. 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.

Office Use: Date Rcvd: ____________ Date Cnfmd __________________ By: _________________________ Rqstd PO:

TmrType:

TmrPr:

RqTD:

WG/WM Complete: Y | N ________ rv 01/20

Page 2 of 2

Scott Herbert From: Sent: To: Cc: Subject: Attachments:

KYLE R. BROTT <KYLE.BROTT@cmsenergy.com> Wednesday, June 11, 2025 4:00 PM Scott Herbert Derek A. Nofz Outlets on Poles - Consumers Energy Decorative Outlet.jfif; Decorative Outlet Wiring Diagram.jfif; Field Checked Outlet Locations_6.6.25.pdf

You don't often get email from kyle.brott@cmsenergy.com. Learn why this is important

Caution: This email originated from outside of the organization. DO NOT click on links or open attachments unless you recognize the sender and know the content is safe.

Scott, Following up from our meeting last week on Friday. When we walked Butler St and then drove Water St, we located 33 wood poles with existing electrical outlets on them (see attached). It was determined previously by a Consumers Energy (CE) service worker on our operations side that these outlets are customer owned. CE can o er you the following options for future maintenance of those outlets: $317.00 per work location Consumers Energy will disconnect the outlet from the CE secondary to de-energize it at the pole. The City will handle maintenance or replacement of the outlet, with any replacement outlets requiring prior approval from CE. Consumers Energy will then return to reconnect the outlet wiring to the CE secondary distribution. An updated Form 160 will be needed to account for these outlets on our poles. $636.00 per work location Consumers Energy will disconnect City outlets and install CE-approved outlets on the poles. These outlets will become CE-owned equipment, which can only be serviced by qualified CE line workers, but the City will be able to use them. An updated Form 160 will be required to account for these outlets on our poles. Additional Visual:

$1,500.00 per work location This is the estimated cost for Consumers Energy to add a new outlet to a wood pole. Before installation, the pole must be analyzed and approved by our Infrastructure Attachment group. An updated Form 160 will be required to account for these outlets on our poles. Let me know if you have any questions. Kyle Brott Consumers Energy - Streetlight Programs Cell: 269-370-3665 Streetlight Brochure: https://www.consumersenergy.com/-/media/CE/Documents/outage/streetlight-installation-guide.pdf

August 1, 2025

Quote #25806

City of Saugatuck 102 Butler St Saugatuck, MI 49453 Attn: Scott Herbert Subject: Power Pole Outlet Repairs Polarity Electric Inc. is pleased to quote labor and material to replace existing outlets and fuse holders with new components. Quoted Amount Per Pole---------------------------------------------------------------------------------$385.00

Quote Includes: • Labor and materials to replace edison style fuse holder with a Square D QO120 weatherproof breaker and enclosure • Labor and materials to replace existing outlet and box with metallic box and in-use cover. • Labor and materials to install new WR rated gfci receptacle. Quote Excludes: • Repair of utility feed messenger wires • Permitting Fees (This can be evaluated later to determine necessity and most cost effective path if required)

Please feel free to contact with any questions or concerns. Thank You, Brian Lampen

July 30, 2025 City of Saugatuck 102 Butler St. Saugatuck, MI 49453 R.E.: Downtown Street Power Pole R.A.F. ELECTRIC INC. IS PLEASE TO OFFER YOU THIS NEW PROPOSAL. THIS PRICE IS BASED UPON INFORMATION RECEIVED FROM YOU. ANY CHANGES OR ADDITIONS MAY REQUIRE ADDITIONAL PRICING. SCOPE OF WORK: • DEMO AND REMOVE EXISTING CONDUIT AND WIRING FROM POWER POLE • PROVIDE AND INSTALL NEW PVC CONDUIT WITH WEATHERHEAD ON EXISTING POWER POLE • PROVIDE AND INSTALL 20 AMP BREAKER DISCONECT SWITCH AND GFCI OUTLET BOTH IN WEATHER RATED BOXES. GFCI RECPTACLE TO HAVE METAL IN USE COVER • BUCKET TRUCK PROVIDED • ALL WORK TO BE DONE DURING NORMAL BUSINESS HOURS • THIS PRICING IS PER POLE • CORDINATE DISCONNECT/RECONNECT OF POWER WITH CONSUMERS ENERGY

_______________________________________________________

Total: $2,350

_______________________________________________________

M 616-836-4451 O 269-543-3017 6325 134TH Ave. Saugatuck, MI 49453 Rafelectricinc.com bobf@rafelectricinc.com

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IF YOU HAVE ANY QUESTIONS RELATED TO THIS PROPOSAL OR WOULD LIKE ADDITIONAL PRICING, PLEASE FEEL FREE TO CONTACT ME AT ANY TIME. WE LOOK FORWARD TO WORKING WITH YOU ON THIS PROJECT AND IN ANY FUTURE PROJECTS AS WELL.

SINCERELY,

ROBERT FIRMISS

M 616-836-4451 O 269-543-3017 6325 134TH Ave. Saugatuck, MI 49453 Rafelectricinc.com bobf@rafelectricinc.com

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Contractual Agreement By signing below, I agree to the scope of work outlined and the terms and conditions below. _____________________________________________________________________________________ Signature:

Written Name/Title:

Date:

Terms and Conditions 1. An instruction to carry out work, whether written or verbal, shall be taken as acceptance of these terms and conditions unless the work is the subject of another written contract, the terms of which supersede these. 2. Definition and basis of pricing a) An estimate is an approximate price, calculated with reasonable care from available information, which may be given as a range or percentage variation. It constitutes an offer to do the work within the price range. This will be used where an exact price is not required or is impossible to give due to lack of information. b) A quotation is an offer to do the work specified at the price quoted. Once a quotation or estimate is accepted by the client, it is to be taken as a contract between them. c) Schedule of work. An estimate or quotation will be calculated from the schedule of work or information supplied by the client. This schedule is the basis of the contract, and clients are advised to check the schedule carefully to ensure that it is what they require. 3. Conditions a) The price is based on normal working hours, Monday to Friday, unless otherwise stated. 4. Variations a) Unless otherwise stated in the estimate or quotation all variations in labor and/ or material costs subsequent to the date of the estimate or quotation may be passed on to the client. b) Variations or additional work required shall be detailed by the client as early as possible. Ideally this will enable a price variation to be prepared and accepted. Instructions for work to proceed, before such acceptance, shall be required in writing and taken to mean acceptance of charges. c) Should variations be necessary and the client not available, the work will be carried out in the manner RAF Electric considers to best solve the problem. Any such variation will be chargeable to the client unless expressly forbidden by the client in writing. 5. Payment a) Unless otherwise stated in the estimate or quotation, payment shall be due on receipt of invoice, which shall be submitted on completion of work. b) Should the period of work be extended, monthly invoices for work done and materials supplied or specially ordered and held will be submitted. Payment of these shall be due on receipt of invoice. c) Materials supplied shall remain on the property of the company until paid in full d) If any invoice is not paid when due, RAF Electric, Inc. may charge a finance charge equal to 1.5% per month from the date of the invoice until paid. Should RAF Electric, Inc. initiate any action to force collection of any sums due, the client agrees to pay all costs incurred by RAF Electric, Inc., in collection including reasonable attorney fees. 6. Disputed Invoices and Late Payment Client shall pay all invoices within 30 days after receipt. If Client disputes an invoice or any part thereof, Client shall, within 10 days after receipt of the invoice, notify RAF Electric of the item disputed, specifying the reason for the dispute. Payment of the disputed amount may be withheld until a resolution with RAF Electric but timely payment must be made of any undisputed portion. Any sums (including amounts paid with respect to a disputed invoice) not paid within the above specified days shall bear interest at the rate of 1.5% per month, or the maximum legal rate, from the due date until paid. If Client does not pay any undisputed items within the above stated time, RAF Electric may suspend operations or terminate this contract. 7. Time of Completion

M 616-836-4451 O 269-543-3017 6325 134TH Ave. Saugatuck, MI 49453 Rafelectricinc.com bobf@rafelectricinc.com

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RAF Electric, Inc., shall endeavor to carry out the work in accordance with the dates specified on the estimate or quotation, or if no dates are specified, within a reasonable period. However, RAF Electric, Inc. cannot be held responsible for any losses, damage or increase in cost due to delays beyond its control.

M 616-836-4451 O 269-543-3017 6325 134TH Ave. Saugatuck, MI 49453 Rafelectricinc.com bobf@rafelectricinc.com

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Scott Herbert From: Sent: To: Subject:

Tim Speelman <tims@havemanelectric.com> Friday, August 1, 2025 9:11 AM Scott Herbert RE: City of Saugatuck Utility Pole Outlets

Caution: This email originated from outside of the organization. DO NOT click on links or open attachments unless you recognize the sender and know the content is safe.

Hi Scott, Haveman Electric has some safety concerns with installing new receptacle assemblies on the Consumers Energy Poles. We do not have the necessary training and equipment to work that close to the consumers energy wires and would not be able to install the receptacle assemblies at the height required. We therefore will not be able to help you with this project. Tim Speelman Haveman Electric From: Scott Herbert <scott@saugatuckcity.com> Sent: Wednesday, July 30, 2025 8:27 AM To: Tim Speelman <tims@havemanelectric.com> Subject: City of Saugatuck Utility Pole Outlets Hi Tim, Thank you for taking my call yesterday. The attached two photos are a couple examples of the outlets that we’d like replaced. My cell phone number is (616) 886-8408. Looking forward to hearing back from you. Thanks again, Scott Herbert Public Works Superintendent City of Saugatuck (269) 857-2603

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