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Home My WebLink AboutMINUTES - 06032008 - C.64 TO: BOARD OF SUPERVISORS ;: _: Contra Costao�, - FROM: Anne Cain, County Librarian _ 4 DATE: June 3, 2008 °STt you"", County SUBJECT: APPROVE and AUTIIORIZE the Librarian, or designee, to sign and execute a contract with Innovative Interfaces, Inc. SPECIFIC REQUEST (S) OR RECOMMENDATION (S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION APPROVE and AUTHORIZE the Contra Costa County Librarian, or designee,to sign and execute a contract with Innovative Interfaces, Inc. in an amount not to exceed $1.30,000 to participate in the California Library Direct Loan Consortium, (LINK+), for the purpose oleautomated resource sharing for the period .Iuly I. 2008 through June 30, 2009. With this service, customers of the Contra Costa County Library can request and borrow materials from other California libraries at no charge to the customer and the material is delivered to the community library that the customer chooses. FINANCIAL IMPAcr Based on the estimated volume of 50,000 items per year, the estimated costs are: Estimated one times costs $41,190 Estimated annual costs $79,559 Funds for this service are included in the library's FY 2007/08 and FY2008/09 budgets and will be onset by a reduction and possible elimination of costly traditional Interlibrary Loan (ILL) service as well as reimbursements from the State for resource sharing. .BACKGROUND Current Interlibrary Loan Service Contra Costa County residents have access to 1.3 million items (270,000 titles) located in the Contra Costa County Library's 25 community libraries. 'typically, libraries of all kinds participate in resource sharing because no library has the funds and space necessary to own all of the material wanted by its customers. The Library currently provides interlibrary loan (ILL) borrowing services to residents for materials that are not owned by the Library and likewise loans materials to other libraries. The Library's current, mediated ILL process requires staff to generate and respond to requests manually and the customer must visit the Library in person to place a request. Investigation and Evaluation of Options The library completed an investigation and evaluation of the options available for Direct Interlibrary Loan and is recommending joining Link+ Direct Consortial Borrowing system, a product of Innovative Interfaces, Inc. Link+ is a technology based system which allows library customers to search for items in the catalogs of other consortium participants and place an electronic request for an item. That request goes automatically to member libraries and the item is sent to the library where the customer is: CONTINUED ON ATTACHMENT: ® YES SIGNATURE: Eft ECOMMENDATION OF COUNTY ADMINISTRATOR ❑ RECOMMENDATION OF BOARD COMMITTEE Ei-APPROVE ❑ OTHER SIGNATURE(S): ACTION OF BO R ON APPROVED AS RECOMMENDED OTHER ❑ VOTE OF SUPERVISORS: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF UNANIMOUS(ABSENT ) AN ACTION TAKEN A D ENTERED ON THE MINUTES OF THE BOARD / OF SUPERVISOR N THE DATE SHOWN. AYES: NOES: ABSENT: ABSTAIN: ATTESTED Contact: Anne Cain,County Librarian (925)646-6423 JOHN CULLEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR cc: County Library Administration County Administrator / County Auditor By ( ,Deputy Contra Costa County Library Page 2 Innovative Interfaces, Inc.'s Link+ is recommended i'or the following reasons: • Link+ supports the Library's strategic initiative of providing customers access�to a wider range of material than the 1.3 million items owned by the Contra Costa County Library. The LINK+combined catalog has over 25 million items(of which 67% are unique titles) from 47 participating public and academic libraries throughout California and Nevada that Contra Costa County residents can borrow. • Link+ seamlessly connects multiple library automation systems and expands the library's catalog holdings and improves customer satisfaction with access to more materials. • The customer does not have to visit a library outside of Contra Costa County and can request the material from the convenience of home, school, office, or community library through the Library's web site. The service utilizes self- service options that also result in more cost effective operations. . • A direct consortial borrowing system automates most of the labor intensive and repetitive workflows associated with traditional ILL services. These new workflows have the effect of greatly reducing the cost.for processing an ILL request. • Link+ is easy for customers. Currently, customers fill out,a paper term, submit it to a front line staff member who submits it to an ILL staff member who locates and obtains the item. There is no means for electronic submission of ILL requests. • Interlibrary loan requests can frequently take 4 to 6 weeks, while LINK+usually delivers within 4 days. • The library will join the other Bay Area public and academic libraries that already make this service available to their customers, including: Alameda County Library Hayward Public Library Santa Clara City Library Berkeley Public Library Livermore Public Library Santa Clara University CSU East Bay Mountain View Public Library St. Mary's College CSU San Francisco Pleasanton Public Library Sunnyvale Public Library CSU San Jose Richmond Public Library University of San Francisco CSU Sonoma San Francisco Public Library Diablo Valley College San Jose Public Library Resource Sharing; Process The resource sharing process includes six main components: 1. Customers search the union catalog and initiate requests. 2. Staff at the owning library responds to the request and ships the item to the customer's library. 3. Staff at the customer's library receives the item and notifies the cusotmer by e-mail that it is ready for pickup. 4. Staff at the patron's library circulates the item to the patron. 5. Upon return of the item, staff at the patron's library checks in the item and ships if back to the owning library. 6. Upon receipt of the item, staff at the owning librarychecks in the item and returns it to the shelf Link+ Policies As a participant in Link+, the Contra Costa County Library will agree to the following: • Items are loaned for 21 days,the same as the library's existing loan period • Late fee is $1.00 per day per book, and can be waived at the borrowing library's discretion • Replacement fee is $115 per book, which can be negotiated library to library or the library may accept a replacement copy of the lost item • The borrowing/circulating library retains overdue fines for Link+ items • Replacement costs are paid to the owning library SUPPLEMENTAL APPROVAL FORM FOR ITEMS OVER$25,000 Department: General Services Date: June 3, 2008 Authorized Requestor: Rob Lim Telephone: (925) 313-7200 Authorized Requestor Signature: ov_e!�� 1. Item: A new three thousand three hundred sixty eight (3,368) square foot modular building to be purchased via an existing purchase order contract by the Santa Ynez Valley Union High School District (,"piggyback" contract). 2. Single Item Integrated System 3. How does this purchase meet the Departments operational needs? The new modular living unit will provide a much needed place for the homeless youth of the County. It will provide an expanded living space for the residents and meet the ADA needs of the program in the Richmond area. 4. Estimated cost of equipment:' $491,397.00 (Four Hundred Ninety One Thousand Three Hundred Ninety Seven and 00/100:Dollars) 5. Funding Source: Mental Health Services Act 6. 7ature: nistrator Approval 7 Sig Date:HA2007\1006o.doc