HomeMy WebLinkAboutMINUTES - 09162008 - C.95 TO: BOARD OF SUPERVISORS Contra
FROM: Anne Cain, County Librarian g' Costa
DATE: September 16, 2008 ,;_� ----
County
SUBJECT: Approve and Authorize the Purchasing Agent to execute a purchase order with
EnvisionWare, Inc., on behalf of the Library, in an amount not to exceed $2.4 million.
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS)
APPROVE and AUTHORIZE the Purchasing Agent to execute a purchase order with EnvisionWare, Inc. on behalf of the
Library, in an amount not to exceed $2.4 million to purchase automated material handling systems on behalf of the new
Lafayette Library and Learning Center (projected to open Fall 2009) and the new Downtown Walnut Creek Library
(projected to open Spring 2010), as well as the Pleasant Hill Library(projected to be operational Summer 2010).
FISCAL IMPACT
The cost of the systems is approximately $800,000 per location. The source of funding is the City of Lafayette,the City of
Walnut 6reek,and $775,000.00 from the library's 2008/09 budget.
BACKGROUND
Self-service materials returns and automated materials sorting increases efficiency of operations by handling the
tremendous growth of use and services in the new Lafayette Library and Learning Center and Downtown Walnut Creek
Library, as well as the existing Pleasant Hill Library. Whenever an older library is replaced with a new state-of-the-art
facility or successfully renovated,the number of items checked out typically doubles.
Overall, countywide library activity is increasing. In 2005-06, the Contra Costa County Library circulated 4,929,783 items.
In 2006-07, total circulation was 5,428,511 items and in 2007-08,total circulation was 6,126,278. The Library has adopted
a number of self-service options to address the workload associated with these continuing increases. Self-check machines
are available in all but the smallest facilities, and in locations where multiple machines are available, 80-90% of all
borrowing is self-service. In four locations, patrons may also self-return items. This process pre-sorts returned items,
CONTINUED ON ATTACHMENT: ❑YES SIGNATURE: 44"L� oa,,_
COMMENDATION OF COUNTY ADMINISTRATOR ❑RECOMMENDATION OF BOARD COMMITTEE
YAPPROVE ❑OTHER
SIGNATURE(S):
ACTION OF BOARD ON PPROVED AS RECOM NDED,® OTHER[]
VOTE OF SUPERVISORS: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY
OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE
k UNANIMOUS(ABSENT BOARD OF SUPERVISORS ON THE DATE SHOWN.
AYES: NOES: ATTESTED: September 16,2008
ABSENT: ABSTAIN:
Contact: Anne Cain,County Librarian DAVID TWA,CLERK OF THE BOARD OF
(925)646-6423 SUPERVISORS AND COUNTY ADMINISTRATOR
County Library Administration
County Administrator By: putt
County Auditor
O:\BOS\FY 08-09\Board Orders\Envisionware AMHS.doc
Contra Costa County Library
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limiting the number of times staff must handle each item, reducing staff time that must be allocated to this work, and
making more time available for direct patron service. The Library recommends self-return options for all new and
renovated libraries, including the addition of sorting equipment, or automated materials handling systems, where projected
activity warrants it.
In addition to this expected increase in activity, the Contra Costa County Library will soon be participating in LINK+, a
networked catalog of holdings from numerous public and academic libraries in California and Nevada. Through LINK+,
patrons can check out a book from any participating library via their own local library and have it delivered to the library of
their choice free of charge. This new service will increase circulation activity at all locations. At the Lafayette Library and
Learning Center, this access to a broader range of titles, including academic materials, will likely see significant use in
conjunction with anticipated Consortium programming.
Benefits of Automated Materials Handling
• Automated materials handling systems greatly reduces the time it takes to get books and other materials back in
circulation after they've been returned.
• The machine detects items that have been reserved for patrons and captures them for immediate processing,
making the items available much sooner than allowed by manual procedures.
• Using an automated materials handling system frees staff from time-consuming, labor-intensive book return
processes and allows them to focus on higher-level activities such as reference assistance, collection
development, programming and community outreach. It also means that additional staff is not needed to handle
growing circulation functions.
• With the use of Ergo Trolleys, library staff will handle returned items once, rather than as many as five times,
from the point of return to the shelving of the item. This will not only greatly reduce processing time and the
rate of errors; it will also decrease the level of physical labor that often leads to work-related repetitive strain
injuries.
• Self-return allows patrons to immediately clear items off their account so they can borrow more items without
bumping into any limits and obtain a receipt to confirm that items have been returned.
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.