To: Board of Supervisors
From: Alison McKee, County Librarian
Report Title: Purchase Order Amendment with BMI Imaging Systems, Inc. for El Cerrito Historical Newspaper Digitization Project
☒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 amendment with BMI Imaging Systems, Inc., to increase the payment limit by $10,402 to a new payment limit of $35,102 for the El Cerrito Historical Newspaper Digitization project.
FISCAL IMPACT:
100% Library Fund.
BACKGROUND:
On April 15, 2025, the Board approved a $24,700 purchase order to digitize El Cerrito historical newspapers based on the vendor's estimate. The initial order was estimated due to the fragility of the materials, which prevented accurate page counts until the project was completed. With the final volume of digitization, the total cost came to $35,102, requiring an increase in the purchase order limit.
The Library provides digital access to historical newspapers. This project will enable the library to offer access to additional issues of the El Cerrito Journal that are currently stored and too delicate to handle physically.
The terms and conditions include a limitation of liability provision that cap BMI’s liability at the lower of the amount of fees paid in the prior 12 months or $100,000 and an indemnification from the County to BMI for any third-party claims resulting from the County’s data or use of the product.
CONSEQUENCE OF NEGATIVE ACTION:
If the Purchase Order is not approved, the Contra Costa County Library will not be able to provide patrons with digital access to these historical issues of the El Cerrito Journal.