HomeMy WebLinkAboutMINUTES - 02242004 - C92 TO: BOARD OF SUPERVISORS Contra
FROM: Anne Cain,County Librarian ;t'i
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Costa
DATE: February 10, 2044 '
County
SUBJECT: Library Materials Recovery Services .'?Z
SPECIFIC REQUEST(S) OR RECOMMENDATIONS) &.BACKGROUND AND JUSTIFICATION
RECOMMENDATION
Authorize the County Librarian to enter into negotiations with Unique Management Services, Inc. to provide
library materials recovery services for the County Library.
FINANCIAL IMPACT
The cast of materials recovery will be revenue neutral although the contract will specify an amount for services.
BACKGROUND
The Library collects fines and fees in the amount of approximately $500,000 annually. The number of
delinquent accounts varies, but averages 400 monthly. Overdue notices are sent at 10 days and again at 40 days
overdue. If the library customer sloes not return the overdue items or pay the fines and fees, the customer is
blocked from any further activity.
Materials Recovery Services are needed to:
• increase the recovery of library materials so that they are available for others
• improvecustomer service by having items available that are wanted by library customers
• protect the library's established goodwill'with its customers
• collect delinquent fine revenue with no loss in customer goodwill
• clear customers' obligations so they can continue to use the library
• provide a completely automated system with minimal requirements for staff time
• provide comprehensive management reports
• reduce costly internal procedures so that staff can focus on customer services
A Request for Proposals (RFP) was released in October 2003. RFPs were sent to several organizations
including: the County Office of Revenue Services, Unique Management Services and Tradeway Collection
Services. There was one timely respondent, Unique Management Services, Inc. The proposal was reviewed by
the Purchasing Department and the County Library and was determined to be responsive to the RFP. Unique
Management Services provides materials recovery services to more than 20 libraries around the country and has
an excellent reputation for providing good quality service. The County Librarian is now seeping approval by
the Board of-Supervisors to enter into contract negotiations with this firm. The final contract will return to the
Board of Supervisors for approval after negotiations conclude.
CONTINUED ON ATTACHMENT.- E] YES SIGNATURE: ,
ERECOMMENDATION OF COUNTY ADMINISTRATOR M RECOMMENDATION OF BOARD COMMITTEE
jAPPROVE F OTHER
SIGNATURE tS>: f, f
ACTION OF BO RD e fo&L r- )V APPROVED AS RECOMMENDED X OTHER
V TE OF SUPERVISORS:
I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT"COPY OF
UNANIMOUS{ABSENT l ��-- } AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE
AYES: NOES: BOARD OF SUPERVISORS ON THE DATE SHOWN.
ABSENT ABSTAIN:
Contact: Susan Ca#dwell,{$2$}6486423 ATTESTED JOKgL�
JOHN SWEETENiLERK OF1 iOARD O
cc: County Library SUPE ORS AMC?COUNTY� DMIN#STRATOR
County Administrator
County Counsel
County Auditor By �.. t ? ,Deputy
Purchasing Manager
Office of Revenue Collections
WBOS'Apmatcont,doc