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07.18.18 DTF Minutes (DRAFT)

BCCLS Delivery Task Force Meeting Minutes - DRAFT

Wednesday, July 18, 2018 - 9:30am

BCCLS Office, 810 Main Street, Hackensack, NJ 07601


Call to Order:

The meeting was called to order at 9:44am by Stephanie Bellucci, Chair.



Present - Stephanie Bellucci, Cliffside Park; Gretchen Kaser, Ho-Ho-Kus; Eric Lozauskas, BCCLS; Cindy Czesak, BCCLS; Ellen O'Keefe, Glen Rock

Absent - Kurt Hadeler, Mahwah/BCCLS President; Sarah Lester, Maplewood; Peter Coyl, Montclair; Judah Hamer, Rutherford; Adele Puccio, Fair Lawn/LLNJ Board; Gerry McMahon, Franklin Lakes; Terrie McColl, New Milford


  1. Discussion of minutes from LibraryLinkNJ's Cost Share Task Force

    1. Cindy briefly recapped the task force's July 17 conference call and provided DTF members with a copy of their minutes

    2. The $500 cost share per library, proposed by Peter Coyl at LLNJ's June membership meeting, does not reflect libraries that have to pay extra for 5-day delivery (called “fee-for-service” by LLNJ), nor does it include any possible fuel surcharges

      1. At this point, there is no way of knowing how LLNJ will apportion these additional costs to members. The total “fee-for-service” income presented by LLNJ is $60,297.28, which will go towards the $200,000 they need for FY19.

      2. The task force refers to the FY19 cost per stop as approximately $20, an increase from FY18.


  1. RFP for BCCLS delivery

    1. DTF discussed extensively whether to issue an RFQ, RFP, or both for 2019 BCCLS delivery. Members reviewed the differences between the two; an RFQ is really only a call for costs, whereas an RFP requires more specifics and would allow BCCLS to set specific criteria (i.e. forward sorting, in-transit times, etc.).

      1. A brief conference call was conducted with BCCLS attorney Renata Helstoski. Renata suggested an RFP would be the most appropriate course of action. She also noted that BCCLS could follow the format of LLNJ's RFP, as long as specific language was not copied. She will ask around to find a business consultant who may be able to help weigh in on the completed RFP. Once it is complete, she will review it from the legal perspective as well.

      2. DTF confirmed with Renata that BCCLS is not bound by the same restrictions that govern a public entity issuing an RFP. In this instance, an RFP is a good idea for BCCLS to do its due diligence but it not specifically required by law.

    2. DTF will create a shared Google Doc to work on drafting the RFP. A separate document will compile potential logistics vendors to send the RFP to once it's complete. The completed document will also be posted to the BCCLS website. DTF will investigate additional methods for promotion.

    3. Anticipated Timeline for RFP

      1. 8/1/18: Have RFP draft complete and forward to Renata for review

      2. 8/10/18: Deadline for attorney review

      3. 8/13/18: RFP is sent out and made available publicly

      4. 8/21/18: Conference call with vendors for questions on RFP (ideally via Adobe Connect)

      5. 8/22/18: Update presented at BCCLS Executive Board meeting

      6. 9/5/18: RFP submissions due

      7. 9/7/18: DTF to open and read RFP submissions

      8. 9/13/18: Special Executive Board meeting for formal recommendation of vendor by DTF

      9. 9/27/18: Vendor proposed at System Council.

      10. Not later than 10/25/18: Special System Council mtg. to vote on delivery vendor/quote.

      11. 10/26/18: Contract awarded (if passed at System Council).


  1. Next Steps

    1. DTF will work collaboratively on RFP via Google Drive

    2. A transition plan will be developed for switch from LLNJ delivery to BCCLS delivery, including purchase of start-up materials

    3. DTF will tour RCLS' delivery facility on August 9.

Meeting adjourned at 11:34am.


Next meeting: August 21 prior to vendor conference call (time and location TBD)

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