To: Board of Supervisors
From: Alison McKee, County Librarian
Report Title: Report: Purchase Order with Patron Incident Tracking Subscriptions through October 31, 2025
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the County Librarian with Califa Group, subject to the terms of their Hosted Services Agreement (Software as a Service), in an amount not to exceed $6,200 for the renewal of Patron Incident Tracking subscription, for the period November 1, 2024, through October 31, 2025.
FISCAL IMPACT:
100% Library Fund.
BACKGROUND:
PITS enables Library staff, at all 30 library work locations throughout the county, to document incidents using a consistent incident reporting system. Incidents are reported online in a secure web-based application. PITS sends notifications to appropriate staff members to inform them of patron incidents and of patrons currently suspended or trespassed. PITS also provides Library Administration documentation to collaborate and coordinate with the CAO, County Counsel, Risk Management, and other departments as needed, to address escalated incidents.
The terms and conditions include a limitation of liability provision capping liability at the amount of fees paid to Quipu and an indemnification provision from the County to Quipu, approved by County Counsel.
CONSEQUENCE OF NEGATIVE ACTION:
If the Purchase Order is not approved, the Contra Costa County Library’s Patron Incident Tracking Software subscription will not be renewed.