Agenda

Return

C.82

To:	Board of Supervisors
From:	Anne Cain, Librarian
Date:	April 21, 2009

Contra

Costa

County

Subject:

Approve and Authorize the Purchasing Agent to execute a purchase order with 3M, on behalf of the Library, in an amount not to exceed $110,000.

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 04/21/2009

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:

Cathy Sanford, 925-646-6423

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: April 21, 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 $125,000 to purchase self-check and self-return equipment on behalf of the Brentwood Library.

FISCAL IMPACT:

The cost of the machines is approximately $125,000 and these funds are in the Library’s 08-09 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 80% of circulation will be self-service and 20% will be handled by staff. RFID-ready (Radio Frequency Identification) self-check machines that include self-return software are major components to achieve the goals of the strategic plan.

The City of Brentwood is moving the current Brentwood Library to a new location. 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 staff 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 Brentwood will include self-check machines, self-return software and RFID-ready 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 circulation desks; eliminates need for new, additional staffing; returns items to shelf more quickly; reduces staff work-related injuries; increases security to items; increases equipment reliability; faster processing of new materials; and inventory and tracking of materials.

3M, Inc. equipment is used throughout the library’s 25 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 Purchasing Department and the County Administrator’s Office have reviewed this request and recommend approval.