City Council Meeting - FINAL

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Meeting Date: 02/02/2021  
Co-Submitter: Jared Tolman From: Mark Cesare, Library Information Technology Manager

Consideration and Approval of Cooperative Contract: Purchase of Library Computer Replacements from Dell, Inc. in the amount of $73,141.57.
  1. Approve the purchase of servers, public access computers, and staff computers for the Library District in support of the annual hardware replacement cycle from Dell, Inc. through a State of Arizona Cooperative Purchase Agreement, (#ADSPO16-098163) for a total dollar amount $73,141.57; and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
Almost all library services – directly or indirectly – depend on computer technology. This is especially true in the current COVID pandemic. 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. This year, servers at each of the libraries are overdue for replacement, as well as the public and staff computers at the Page Public Library.

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 of the servers are past the seven year life cycle (some are over 10 years old) and the computers at Page Public Library were scheduled for replacement last fiscal year. Library IT staff managing the computer hardware replacements are simply running behind.  The further behind we fall, the greater the risk of service interruptions due to computer hardware failure. Also, some of the older servers cannot support newer software versions and other technologies.
Financial Impact:
This purchase does not impact the City budget. All funds needed for this purchase come from the County Library District.  This purchase is budgeted in the Library Fund in account 030-07-037-6003-5-4301 with a total FY 2020-21 budget of $187,189.
Policy Impact:
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
ECONOMIC DEVELOPMENT: Libraries provide training and opportunities to help people to search for employment, improve job skills, and learn technology skills.

SOCIAL JUSTICE: Libraries provide access to information and other services that tend to equalize opportunities for everyone regardless of socio-economic factors.

TRANSPORTATION AND OTHER PUBLIC INFRASTRUCTURE: Keeping library facilities in good working order provides a comfortable, dynamic and safe community gathering space.
Has There Been Previous Council Decision on This:
Options and Alternatives:
  1. The City Council approves this cooperative purchase contract with Dell, Inc. for the purchase of servers, public access computers, and staff computers for the Library District in support of the annual hardware replacement cycle;
  2. The City Council declines to enter into this cooperative purchase contract and directs staff to conduct a formal competitive solicitation.
See Executive Summary above.
City Cooperative Contract
AZ & Dell Cooperative Contract
public access computers - Page Public Library
Flagstaff servers
County library servers
Staff computers - Page Public Library


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