9.F.
City Council Meeting - FINAL (AMENDED)
- Meeting Date:
- 08/23/2022
- From:
- Kirsten Pearson, Executive Assistant
Information
TITLE:
Consideration and Approval of Cooperative Contract: Approve a Cooperative Purchase Contract with Baker & Taylor, LLC for the purchase of library materials and services in the amount not to exceed $300,000 through the City of Mesa Cooperative Contract #2017201.
STAFF RECOMMENDED ACTION:
- Approve the Cooperative Purchase Contract for the purchase of library materials and services from Baker & Taylor, LLC in the amount not to exceed $300,000 through City of Mesa Cooperative Contract #2017201; and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
The Baker & Taylor, LLC ("Baker & Taylor") Cooperative Purchase Contract provides for the procurement of library materials and services and allows the City to leverage its purchasing power and obtain a better value in the expenditure of public resources. Reduced fiscal resources have created an environment that supports increased levels of cooperation for the procurement of various materials and services. The materials and services provided by Baker & Taylor are a necessity for the City as the library must continue to supply the Flagstaff community with new resources such as books and DVDs in order to do business properly.
The purchase has been procured through a cooperative contract with City of Mesa #2017201 which will expire February 28, 2023.
The purchase has been procured through a cooperative contract with City of Mesa #2017201 which will expire February 28, 2023.
Financial Impact:
The City will be able to continue to use Baker & Taylor for its Library needs such as books, DVDs, and other services at a discounted rate that was negotiated from a formal solicitation process between the City of Mesa and Baker & Taylor. The Library budget for circulation materials totals $435,026 across all programs. This amount is approved in the FY23 budget.
Policy Impact:
None.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Regional Plan
High Performing Governance:
- Serve the public by providing high quality internal and external customer service
- Enhance the organization's fiscal stability and increase efficiency and effectiveness
- Implement innovative local government programs, new ideas and best practices; be recognized as a model for others to follow
Inclusive and Engaged Community:
- Facilitate and foster diversity and inclusivity
- Enhance community outreach and engagement opportunities
Livable Community:
- Provide educational opportunities for Flagstaff residents of all ages
Regional Plan
Goal PF.2. Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
Policy ED.2.3. Encourage efforts to provide a full range of high-quality educational opportunities for life-long learning for all residents.
Policy ED.2.4. Promote science, technology, engineering, mathematics, liberal arts, and entrepreneurship education at all levels.
Policy ED.2.3. Encourage efforts to provide a full range of high-quality educational opportunities for life-long learning for all residents.
Policy ED.2.4. Promote science, technology, engineering, mathematics, liberal arts, and entrepreneurship education at all levels.
Has There Been Previous Council Decision on This:
Yes. On August 16, 2016, in the FY17 budget, the Flagstaff City Council approved a cooperative purchase contract with Baker & Taylor based on an agreement with the City of Mesa. That agreement was replaced with approval from Flagstaff City Council on September 4, 2018, in the FY19 budget. That agreement has expired and is being replaced with this one.
Options and Alternatives:
- Approve the Cooperative Purchase Contract with Baker & Taylor in an amount not to exceed $300,000 for library materials and services; or
- Decline to enter into the Cooperative Purchase Contract and direct staff to conduct a formal competitive solicitation.
Background and History:
The City had been ordering library materials from Baker & Taylor for many years. The City no longer has an agreement in place for these purchases. The City was able to find a cooperative contract between the City of Mesa and Baker & Taylor. The City seeks to enter into the Cooperative Purchase Contract based on the Mesa cooperative contract in order to continue to purchase the necessary materials and services for the Library. The Cooperative Purchase Contract will allow the City to take advantage of discounts and continue to provide the community with needed Library materials and services.
Key Considerations:
The ultimate goal of the Cooperative Purchase Contract is to maximize contract pricing through volume purchases of materials and services that help leverage purchasing power and to obtain maximum services quality provided by the contracted vendor. Other objectives are to continue a working relationship with Baker & Taylor that has been successful in the past and to improve the efficiency and effectiveness of the public procurement process.
Community Benefits and Considerations:
None.
Community Involvement:
The local community will continue to use the Libraries for educational, recreational, and other resources that will be provided through the Cooperative Purchase Contract. The City will be able to continue to meet the needs of the community. The materials and services provided by Baker & Taylor are extremely valuable and have been a great asset. The community benefits by a continued working relationship with the vendor and the discounted pricing that keeps the library services an exceptional resource for the community.
Expanded Options and Alternatives:
Inform the community on library services.
Involve the community by providing training, educational, and other materials.
Involve the community by providing training, educational, and other materials.