Consideration and Approval of Contract: Library Computer Replacement Cycle Purchase for an amount not to exceed $426,085, annually with Dell Marketing, LP, for a period of 3 years, with 2 one-year extensions.
 

1. The City Council approves the Library Computer Replacement Cycle Purchase for an amount not to exceed $426,085, annually with Dell Marketing, LP, for a period of 3 years, with 2 one-year extensions; and
2. Authorize the City Manager to execute the necessary documents.

Almost all library services – directly or indirectly – depend on computer technology. Therefore, keeping library computer hardware current is critical to supporting the mission of the library. To that end, the library replaces a portion of its computer hardware each year.

The library’s replacement cycle for computers is every five years; seven years for servers, major network hardware, and laser printers. In this case, all the requested computers are past the five-year life cycle. This purchase will bring all county libraries up to current industry standards. This amount will allow the library to replace computers in FY26 for the Flagstaff, East Flagstaff, Williams, Forest Lakes, and Grand Canyon libraries. 

This amount will allow the library to replace computers in FY27 and beyond, for the Page, Tuba City, Fredonia, and Coconino County Detention Center libraries.

Project Name: Library Computer Replacement Cycle Purchase
Cost: $426,085
Account Number Budgeted: 030-07-037-6003-5-4301 and 030-07-037-6003-5-4273 LB6003B.
FY Budgeted Amount: $326,085 in 030-07-037-6003-5-4301 and $100,000 from 030-07-037-6003-5-4273 LB6003B.
Grant Funded: No
Funding Source: Budgeted funds for the County Library District. This purchase does not impact the City funded budget.

None.

1. Approve the Library Computer Replacement Cycle Purchase; or
2. Do not approve the Library Computer Replacement Cycle Purchase; direct City staff on how to replace Library computer hardware. 

NASPO ValuePoint conducted a competitive and open procurement process that resulted in Contract No. CTR068890 between the State of Arizona and Dell Marketing, LP  The City of Flagstaff Procurement department has verified that the State of Arizona cooperative purchase contract is valid and expires on June 30, 2026.

High Performing Governance

• Serve the public by providing high quality customer service

Inclusive & Engaged Community

• Ensure city facilities, services, and programs are accessible for all residents and representative of Flagstaff's diverse community

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.

Goal ED.2. Support and encourage an excellent educational system that promotes critical thinking and job training programs 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.

N/A

N/A

Library Strategic Plan Goal 1: Ensure access to accurate information and quality resources by removing barriers and meeting the needs of the community.
Library Strategic Plan Goal 2: Provide a supportive and sustainable work environment that empowers employees to learn, grow, and collaborate.