To: Board of Supervisors
From: Alison McKee, County Librarian
Report Title: Purchase Order with Califa Group for Patron Incident Tracking System (PITS) Subscription through October 31, 2027
Recommendation: Recommendation of the County Administrator
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, on behalf of the County Librarian, to execute a purchase order with Califa Group, in an amount not to exceed $6,709, subject to the terms and conditions of Quipu Group LLC’s Master Services Agreement, for the renewal of a subscription to Quipu Group LLC’s Patron Incident Tracking System (PITS), for the period of November 1, 2026, through October 31, 2027.
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.
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 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.