11.E.
City Council Meeting - FINAL
- Meeting Date:
- 08/26/2025
- From:
- Amelia Mason, Administrative Specialist
TITLE:
Consideration and Approval of Contract: Library Books, Spoken Word, DVDs and Digital Media Cooperative Purchase from Baker & Taylor, LLC in an amount not to exceed $200,000 annually for a period of 3 years, with 2 one-year extensions.
STAFF RECOMMENDED ACTION:
- The City Council approves the Library Books, Spoken Word, DVDs and Digital Media Cooperative Purchase from Baker & Taylor, LLC in an amount not to exceed $200,000 annually for a period of 3 years, with 2 one-year extensions; and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
The Library Books, Spoken Word, DVDs and Digital Media Cooperative Purchase from Baker & Taylor, LLC provides for the procurement of library materials, and processing of these materials, and allows the City to leverage its purchasing power to obtain a better cost per item. The materials and processing provided by Baker & Taylor, LLC are a necessity for the library to continue to supply the Flagstaff community with new and replacement books, DVDs, CDs, and other media purchases.
Financial Impact:
Project Name: Library Books, DVDs, CDs, and Other Media Purchases
Cost: $200,000
Account Number Budgeted: 030-07-035-0141-5-4321; 030-07-035-0143-5-4321; 030-07-035-0146-5-4321; 030-07-036-0151-5-4321; 030-07-036-0152-5-4321; 030-07-036-0153-5-4321; 030-07-036-0154-5-4321; 030-07-036-0156-5-4321; and 001-09-403-1421-1-4321.
FY Budgeted Amount: $383,541
Grant Funded: No
Funding Source: Library budget allocated for FY26
Cost: $200,000
Account Number Budgeted: 030-07-035-0141-5-4321; 030-07-035-0143-5-4321; 030-07-035-0146-5-4321; 030-07-036-0151-5-4321; 030-07-036-0152-5-4321; 030-07-036-0153-5-4321; 030-07-036-0154-5-4321; 030-07-036-0156-5-4321; and 001-09-403-1421-1-4321.
FY Budgeted Amount: $383,541
Grant Funded: No
Funding Source: Library budget allocated for FY26
Policy Impact:
None
Previous Council Decision or Community Discussion:
The City Council voted to approve previous purchases with Baker & Taylor, LLC most recently in August 2022.
Options and Alternatives to Recommended Action:
- Approve the Library Books, Spoken Word, DVDs and Digital Media Cooperative Purchase from Baker & Taylor, LLC; or
- Do not approve the Cooperative Purchase. Staff does not recommend this option, because the library would be unable to purchase new or replacement materials for patrons to check out until a new procurement process can be accomplished.
Background and History:
The City of Mesa Purchasing Division conducted a competitive and open procurement process that resulted in Contract No. 2023056 between the City of Mesa and Baker & Taylor, LLC. The City of Flagstaff Procurement department has verified that the City of Mesa cooperative purchase contract is valid and expires on February 28, 2026, and may be renewed for an additional two years.
Connection to PBB Priorities and Objectives:
High Performing Governance
- Serve the public by providing high quality customer service
- Enhance the organization's fiscal stability and increase efficiency and effectiveness
- Facilitate and foster diversity and inclusivity
- Ensure city facilities, services, and programs are accessible for all residents and representative of Flagstaff's diverse community
Connection to 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.
Goal ED.2. Support and encourage an excellent educational system that promotes critical thinking and job training programs at all levels.
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.
Connection to Carbon Neutrality Plan:
N/A
Connection to 10-Year Housing Plan:
N/A
Connection to Division Specific Plan:
Library Strategic Plan Goal 1: Ensure access to accurate information and quality resources by removing barriers and meeting the needs of the community.