To: Board of Supervisors
From: Alison McKee, County Librarian
Report Title: Purchase Order with Bibliotheca, LLC for Maintenance and Support of the Library Self-Check Units and Remote Lockers Through June 30, 2027
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, on behalf of the County Librarian, to execute a purchase order with Bibliotheca, LLC, subject to their Terms and Conditions, in an amount not to exceed $25,465 for the maintenance and support of the library self-check units and remote lockers, for the period July 1, 2026, through June 30, 2027.
FISCAL IMPACT:
100% Library Fund
BACKGROUND:
The Library requires maintenance and support of the library self-check units and remote lockers. This product offers an integrated solution for our County’s library circulation and security needs. Additionally, Bibliotheca systems are already installed at almost every County library location, providing for standardization of equipment, staff familiarity and technical administration of all Bibliotheca circulation equipment and Bibliotheca Vendor Support.
The Bibliotheca, LLC maintenance and support services offers the highest level of integration and compatibility for its proprietary equipment; therefore, this purchase order is being sought with a sole source justification.
The terms and conditions include limitation of liability and indemnification language which were reviewed by County Counsel. This Purchase Order is entered into under and subject to the following legal authority, California Government Code § 31000.
CONSEQUENCE OF NEGATIVE ACTION:
If the Purchase Order is not approved, the Contra Costa County Library will not be able to provide effective and responsive actions when our existing Bibliotheca products fail or have issues. With service and maintenance, Bibliotheca offers remote and on-site service 24 hours a day.