To: Board of Supervisors
From: Alison McKee, County Librarian
Report Title: Purchase Order with Califa Group for Quipu Group, LLC’s Patron Incident Tracking System subscription through October 31, 2026
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the County Librarian, a purchase order with Califa Group, subject to the terms of the Quipu Master Services Agreement (Software as a Service), in an amount not to exceed $6,454 for the renewal of Quipu Group LLC’s Patron Incident Tracking System subscription, for the period November 1, 2025, through October 31, 2026.
FISCAL IMPACT:
100% Library Fund.
BACKGROUND:
The Library Department has used and continues to use the Patron Incident Tracking System from Quipu Group LLC. which provides staff with a secure web-based application to create clear and consistent incident reporting, send notifications to appropriate staff members and keep track of which patrons are currently suspended or trespassed.
Quipu’s Master Services Agreement (SaaS) includes limitation of liability and indemnification provisions, which were reviewed by County Counsel.
CONSEQUENCE OF NEGATIVE ACTION:
If the Purchase Order is not approved, the Contra Costa County Library will not be able to provide a way for staff to keep track of patron incidents in a searchable database. Staff will need to create incident reports in a non-searchable format.