To: Board of Supervisors
From: Alison McKee, County Librarian
Report Title: Purchase Order with Today’s Business Solutions, Inc. for ScanEZ, Vivid-Pix Image Restoration, and Audio Translation through October 31, 2027
Recommendation: Recommendation of the County Administrator
RECOMMENDATIONS:
RATIFY the Purchasing Agent’s execution, on behalf of the County Librarian, of a purchase order with Today’s Business Solutions, Inc., subject to their Service Level Agreement, Product Maintenance, Licensing and Support, in an amount not to exceed $25,089 for the renewal of ScanEZ, Vivid-Pix Image Restoration, and Audio Translation annual licenses for the period November 1, 2026, through October 31, 2027.
FISCAL IMPACT:
100% Library Fund
BACKGROUND:
The ScanEZ system offers an easy-to-use customer interface that allows users to scan to e-mail, fax without a phone line, translation services, cloud destinations, USB, print, audio files and it also converts files to an editable usable format. These services are essential to patrons. Patrons need to be able to cost effectively translate documents, scan to email, fax forms and financial information and do it with very little to no staff intervention for privacy reasons and also alleviate staff time and resources to provide these essential services to our public users.
The terms and conditions include indemnification language which was reviewed by County Counsel.
This Purchase Order is entered into under and subject to the following legal authority, California Government Code § 31000.
The request for ratification is being brought forward caused by the quote for services being obtained later than anticipated, necessitating Board approval at this time.
CONSEQUENCE OF NEGATIVE ACTION:
If the Purchase Order is not approved, the Contra Costa County Library will have to find an alternate way for patrons to scan to e-mail, fax without a phone line, translation services, cloud destinations, USB, print, audio files and it also converts files to an editable usable format.