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ITEM 9.c. TOWN OF FOUNTAIN HILLS STAFF REPORT Meeting Date: 6/2/2026 Meeting Type: Town Council Regular and Special Meeting Submitting Department: Public Works Prepared by: Justin Weldy, Public Works Director Staff Contact Information: Phone: 480-816-5133 Email: jweldy@fountainhillsaz.gov Request to Town Council Regular Meeting (Agenda Language) CONSIDERATION AND POSSIBLE ACTION: Regarding Cooperative Purchasing Agreement 2026-063 with Duncor, L.L.C. d/b/a Summit West Signs for Illuminated Street Name Signs. Staff Summary (background) The Town is responsible for the maintenance and operation of thirteen (13) signalized intersections throughout the community. These intersections utilize illuminated street name signs mounted on traffic signals to improve visibility, navigation, and roadway safety for motorists. For approximately the past twenty-five (25) years, the Town utilized a single vendor to provide maintenance, repair, replacement, and fabrication services for these illuminated street name signs. Staff was subsequently notified that the vendor had ceased operations without prior notice, creating an immediate need to identify a qualified replacement vendor to ensure continuity of service for this critical traffic infrastructure. Due to the specialized nature of illuminated street name signs and the limited number of vendors capable of providing these services, staff conducted an extensive review of available contracts and cooperative procurement options to identify a solution that would be operationally and financially beneficial to the Town. During this nearly two-year process, staff evaluated multiple procurement methods and cooperative purchasing agreements before determining that the 1Government Procurement Alliance (1GPA) cooperative contract represented the best available option. During the lapse in service availability, several of the Town’s illuminated street name signs have deteriorated and become unsightly due to age and exposure to the elements. As a result, replacement and maintenance work is now necessary to restore the appearance and functionality of the signage system. The 1GPA cooperative procurement process includes competitive solicitation procedures and vendor vetting in accordance with public procurement requirements. Utilizing this cooperative agreement allows the Town to efficiently procure these specialized services while ensuring compliance with competitive purchasing standards. The proposed Cooperative Use Contract, in an amount not to exceed $150,000 per term, will provide for the fabrication, installation, maintenance, and replacement of illuminated street name signs at the Town’s signalized intersections. The agreement establishes pricing for materials and services as identified in Exhibit B and provides flexibility to address repair and replacement needs as they arise during the contract term. Work under this contract will be authorized only as needed and subject to available budget authority. The Town will proceed with replacements or repairs based on operational need, available funding, and established budgetary controls. The use of the 1GPA cooperative agreement offers several benefits to the Town, including: • Compliance with competitive procurement requirements; • Access to pre-vetted qualified vendors; • Reduced administrative costs and procurement timelines; and • Continuity of maintenance services for critical traffic infrastructure. Given the specialized nature of illuminated street name signs, the unexpected closure of the Town’s long-term vendor, and the deteriorating condition of several existing signs, staff believes utilizing the cooperative agreement is the most efficient and cost-effective procurement method available. Related Ordinance, Policy or Guiding Principle Public Works Mission Statement Risk Analysis Failure to approve the Cooperative Use Contract for illuminated street name sign materials and services may result in continued deterioration of the Town’s existing illuminated street name signs at signalized intersections. Several signs have already become aged, damaged, or unsightly. Without an approved agreement in place, the Town may experience delays in repairing or replacing damaged signs, which could negatively impact roadway aesthetics, motorist wayfinding, and nighttime visibility at signalized intersections. Additionally, the Town could face increased maintenance costs and longer response times if emergency repairs are required without an established contractor and pricing structure. Approval of the agreement through the 1Government Procurement Alliance (1GPA) cooperative purchasing process mitigates procurement risk by utilizing competitively solicited and pre-vetted vendors while ensuring continuity of service for critical transportation infrastructure. Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommends that the Town Council approve the Cooperative Use Contract for illuminated street name signs and authorize the Town Manager to execute the agreement in an amount not to exceed $150,000 per contract term for materials and services. Suggested Motion Move to Approve Cooperative Purchasing Agreement 2026-063 for illuminated street name signs in an amount not to exceed $150,000 per term, and associated budget transfers, if needed. FISCAL IMPACT Fiscal Impact: $150,000 per term Budget Reference: Multiple Fiscal Years (Current Budget for Street Signage is $80,000 per year) Funding Source: Streets Fund ATTACHMENTS 1. 2026-063_Summit West