Agenda

Return

C.40

To:	Board of Supervisors
From:	Anne Cain, Librarian
Date:	May 12, 2009

Contra

Costa

County

Subject:

Purchase of 3M Library Equipment (Security/Inventory)

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 05/12/2009

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Gayle B. Uilkema, District II Supervisor
Mary N. Piepho, District III Supervisor
Susan A. Bonilla, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:	Rob Clima, 925-927-3277
cc:	Cia Court

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: May 12, 2009
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

Approve and Authorize the Purchasing Agent to execute a purchase order with 3M, Inc., on behalf of the Library, in an amount not to exceed $150,000 to purchase self-check and self-return equipment on behalf of the City of Lafayette and the Lafayette Library and Learning Center.

FISCAL IMPACT:

The cost of $150,000 is in the Contra Costa County Library 2008/09 budget.

BACKGROUND:

In the Contra Costa County Library strategic plan, libraries that are being moved to new buildings, a new location or being renovated will use an 80/20 self-service model to handle circulation functions. In this model, a minimum of 80% of circulation will be self-service. Radio Frequency Identification (RFID) ready self-check machines that include self-return software are major components to achieve the goals of the strategic plan.

BACKGROUND: (CONT'D)

Funded by the City of Lafayette, the new Lafayette Library and Learning Center is being built and will be the largest library facility among the community libraries. Whenever a library is replaced with a new building or renovated building, circulation increases dramatically. Overall, library activity is increasing and circulation is up 10% from 2008, yet staffing levels remain the same. Self-service options increase the efficiency of operations by handling the tremendous growth of use and services.

Self-service options at Lafayette will include self-check machines, self-return software, and Radio Frequency Identification (RFID) equipment. Self-check machines allow customers to borrow items independently; self-check-in software allows customers to check-in items, removing the item from their record immediately and supplying a transaction receipt. The check-in software also prompts customers to place books that are on hold for the next individual, into a designated sort, allowing these items to be handled more efficiently. This helps customers receive their item on hold much quicker, and frees up time for staff to provide more personalized service, including programming and outreach.

The benefits of RFID equipment include: customer satisfaction; reducing lines at the circulation desk; eliminates need for new, additional staffing; returns items to shelf more quickly; reduces staff work-related injuries; increases security to items; increased equipment reliability; faster processing of new materials; inventory and tracking of materials.

3M equipment is used throughout the library’s 25 locations. 3M RFID equipment is being used at 2 locations and is being installed at 2 other locations. The library staff is experienced with 3M equipment and support. Since all of the library’s self-service equipment is manufactured by 3M, it is imperative for network and training that the systems are compatible and the same in each location. The equipment also needs to be the same in each location for staff that move between different locations.

In accordance with Administrative Bulletin No 611.0, County Departments are required to get Board approval for single item purchases over $100,000. The County Administrator’s Office has reviewed this request and recommends approval.