Consideration and Approval of Contract: Library Materials and Processing Cooperative Purchase from Ingram Library Services LLC in an amount not to exceed $200,000 annually for a period of 2 years.
 

1. The City Council approves the Library Materials and Processing Cooperative Purchase from Ingram Library Services LLC in an amount not to exceed $200,000 annually for a period of 2 years; and
2. Authorize the City Manager to execute the necessary documents.

The Library Materials and Processing Cooperative Purchase from Ingram Library Services LLC provides for the procurement of library materials, 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 Ingram Library Services 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. While Council approved a contract with Baker & Taylor LLC on Aug 26, 2025, Baker & Taylor LLC has since announced that they are going out of business, effective January 2026. This has required the library to identify a new vendor to order the bulk of our materials from. 

Project Name: Library Materials and Processing
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

None

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. 

The City of Peoria conducted a competitive and open procurement process through Request for Proposal Solicitation No. P22-0029 that resulted in Contract No. ACON03722B a/k/a P22-0029(D)with Ingram Library Services, LLC,. The City of Flagstaff Procurement department has verified the cooperative purchase contract as valid.
 

High Performing Governance

• Serve the public by providing high quality customer service
• Enhance the organization's fiscal stability and increase efficiency and effectiveness

Inclusive & Engaged Community

• Facilitate and foster diversity and inclusivity
• 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.

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Library Strategic Plan Goal 1: Ensure access to accurate information and quality resources by removing barriers and meeting the needs of the community.