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ITEM NO. 11a |
TOWN OF PRESCOTT VALLEY
STAFF REPORT
STAFF REPORT
DATE: 10/22/2026
TO: Mayor & Town Council
THROUGH: Gilbert Davidson, Town Manager
FROM: Heather Ruder, Public Works Director
DEPARTMENT: Public Works
AGENDA TYPE: New Business
SUBJECT: Agreement with Summit West Signs for the Entrance Arch Light Controllers Project (CIP #CF2709) - Consideration & Possible Action (Approve) [Josh Newsham, Deputy Public Works Director]
TO: Mayor & Town Council
THROUGH: Gilbert Davidson, Town Manager
FROM: Heather Ruder, Public Works Director
DEPARTMENT: Public Works
AGENDA TYPE: New Business
SUBJECT: Agreement with Summit West Signs for the Entrance Arch Light Controllers Project (CIP #CF2709) - Consideration & Possible Action (Approve) [Josh Newsham, Deputy Public Works Director]
| VISION 2024 FOCUS AREA: Quality of Life - Enhancing the health of neighborhoods by promoting well-being for all through safety, infrastructure, housing, connectivity, recreational space, and community engagement. |
SUMMARY/BACKGROUND:
The Glassford Hill Road entrance arch is one of the Town’s most recognizable landmarks. The existing lighting and control system illuminates the PV medallion, the Prescott Valley lettering, and the “Cooler Side of AZ” monument signs on the arch. The lighting and control system currently offers six (6) static color options (red, orange, yellow, green, cyan, and blue). However, changing those colors requires staff to travel to the arch, access the lighting controls, manually reprogram the system, and re-install the equipment.
The FY27 adopted budget includes funding to replace the existing lighting and control system with a web-bsed system that includes programmable Red, Green, Blue, White (RGBW) LED fixtures. Thus, the upgraded system will allow the PV medallion, the Prescott Valley lettering, and the “Cooler Side of AZ” monument signs to be controlled remotely and independently through the web. This will allow staff to display different colors on each feature (excluding solid red, yellow, and green due to the arch’s proximity to traffic signals). There will also be options for color fading, color chasing, and seasonal or event-related patterns. The capacity to make changes remotely for holidays, community events, and special recognitions (without having to travel to the arch to make manual changes) will significantly enhance staff productivity.
Although the arch is located on Glassford Hill Road, construction will require coordination with the Arizona Department of Transportation (due to traffic control and lane closures that may impact State Route 69). Most installation work is expected to occur at night to minimize traffic impacts. A full closure of Glassford Hill Road may be required during portions of the project that could last several weeks. Any such closures would be completed in phases to allow the contractor to safely remove the existing lighting equipment and install the new programmable RGBW LED lighting system. The overall schedule will thus depend on weather conditions, ADOT permitting, required lane closures, ADOT blackout dates, material availability, and contractor scheduling. It is expected to take several months to complete.
Town staff has received a proposal from Summit West Signs to replace the lighting and control system. Staff is, therefore, requesting the Town Council consider approving an Agreement with Summit West Signs based on the cooperative contract 1GPA # RFQ 25-05P-02 with Summit West Signs in the amount of $144,483.26 for the project (in addition to approving the remaining project budget of $1,352.00 as owner contingency). Entering directly into such cooperative agreements is permitted by state statute and local code and policy.
The FY27 adopted budget includes funding to replace the existing lighting and control system with a web-bsed system that includes programmable Red, Green, Blue, White (RGBW) LED fixtures. Thus, the upgraded system will allow the PV medallion, the Prescott Valley lettering, and the “Cooler Side of AZ” monument signs to be controlled remotely and independently through the web. This will allow staff to display different colors on each feature (excluding solid red, yellow, and green due to the arch’s proximity to traffic signals). There will also be options for color fading, color chasing, and seasonal or event-related patterns. The capacity to make changes remotely for holidays, community events, and special recognitions (without having to travel to the arch to make manual changes) will significantly enhance staff productivity.
Although the arch is located on Glassford Hill Road, construction will require coordination with the Arizona Department of Transportation (due to traffic control and lane closures that may impact State Route 69). Most installation work is expected to occur at night to minimize traffic impacts. A full closure of Glassford Hill Road may be required during portions of the project that could last several weeks. Any such closures would be completed in phases to allow the contractor to safely remove the existing lighting equipment and install the new programmable RGBW LED lighting system. The overall schedule will thus depend on weather conditions, ADOT permitting, required lane closures, ADOT blackout dates, material availability, and contractor scheduling. It is expected to take several months to complete.
Town staff has received a proposal from Summit West Signs to replace the lighting and control system. Staff is, therefore, requesting the Town Council consider approving an Agreement with Summit West Signs based on the cooperative contract 1GPA # RFQ 25-05P-02 with Summit West Signs in the amount of $144,483.26 for the project (in addition to approving the remaining project budget of $1,352.00 as owner contingency). Entering directly into such cooperative agreements is permitted by state statute and local code and policy.
RECOMMENDED MOTION:
Motion to approve an Agreement with Summit West Signs in the amount of $144,483.26 for lighting and system control upgrade and installation services for the Town Entrance Arch Light Controllers Project (CIP #CF2709), including $1,352.00 as owner contingency. VOTE.
STAFF RECOMMENDATION:
Staff recommends approval of the coop Agreement with Summit West Signs in the amount of $144,483.26 (with owner contingency in the amount of $1,716.74 for a total project cost of $146,200.00).
FISCAL ANALYSIS:
Total Project Request:
Funding Source: The total project budget is funded as follows:
Facilities – Construction Sales Tax (Fund 400) - $146,200.00 (with remaining project budget of $1,352.00 as owner contingency)
Budget Impact: The full project cost of the Entrance Arch Light Controllers Project (CIP #CF2709) in the amount of $146,200.00 was approved with the FY27 Budget.
Purchasing Method and Results:
1GPA Contract No. RFQ 25-05P-02
| Summit West Signs Contract | $144,483.26 |
| Owner Contingency | $1,716.74 |
| Total Project Cost | $146,200.00 |
Funding Source: The total project budget is funded as follows:
Facilities – Construction Sales Tax (Fund 400) - $146,200.00 (with remaining project budget of $1,352.00 as owner contingency)
Budget Impact: The full project cost of the Entrance Arch Light Controllers Project (CIP #CF2709) in the amount of $146,200.00 was approved with the FY27 Budget.
Purchasing Method and Results:
1GPA Contract No. RFQ 25-05P-02