11.F.
City Council Meeting - FINAL
- Meeting Date:
- 08/26/2025
- From:
- Amelia Mason, Administrative Specialist
TITLE:
Consideration and Approval of Contract: Library E-materials & DVDs Cooperative Purchase in an amount not to exceed $50,000 annually with Midwest Tape, LLC, for a period of 3 years.
STAFF RECOMMENDED ACTION:
- The City Council approves the Library E-materials & DVDs Cooperative Purchase in an amount not to exceed $50,000 annually with Midwest Tape, LLC, for a period of 3 years; and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
The Library E-materials & DVDs Cooperative Purchase provides for the procurement of electronic and audiovisual library materials. The materials provided by Midwest Tape, LLC are a necessity for the library to continue to supply the community with audiovisual materials that are unavailable from other vendors as well as immediate access to e-books, e-audiobooks, and other electronic materials.
Financial Impact:
Project Name: Midwest Tape, LLC Library E-materials & DVDs Cooperative Purchase
Cost: $50,000
Account Number Budgeted: 030-07-035-0141-5-4321; and 030-07-036-0153-5-4321
FY Budgeted Amount: $236,284
Grant Funded: No
Funding Source: Library budget allocated for FY2025-26
Cost: $50,000
Account Number Budgeted: 030-07-035-0141-5-4321; and 030-07-036-0153-5-4321
FY Budgeted Amount: $236,284
Grant Funded: No
Funding Source: Library budget allocated for FY2025-26
Policy Impact:
None
Previous Council Decision or Community Discussion:
None
Options and Alternatives to Recommended Action:
- Approve the Library E-materials & DVDs Cooperative Purchase from Midwest Tape, LLC; or
- Do not approve the Library E-materials & DVDs Cooperative Purchase. Staff does not recommend this option, because the library would be unable to purchase new e-materials or audiovisual materials for patrons until a new procurement process can be accomplished.
Background and History:
Maricopa County conducted a competitive and open procurement process that resulted in Contract No. 16070-RFP between Maricopa County and Midwest Tape, LLC. The City of Flagstaff Procurement department has verified that the Maricopa County cooperative purchase contract is valid and expires on April 30, 2026.
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.