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BCCLS Delivery Task Force Meeting 08_15_18 DRAFT

BCCLS Delivery Task Force Meeting

Wednesday, August 15, 2018 - 11:00am

BCCLS Office, 810 Main Street, Hackensack, NJ 07601

 

Call to Order:

The meeting was called to order at 11:07am by Stephanie Bellucci, Chair.

 

Attendance:

Present - Eric Lozauskas, BCCLS; Gretchen Kaser, Ho-Ho-Kus; Peter Coyl, Montclair; Ellen O'Keefe, Glen Rock; Stephanie Bellucci, Cliffside Park; Adele Puccio, Fair Lawn; Gerry McMahon, Franklin Lakes; Terrie McColl, New Milford; Cindy Czesak, BCCLS

Absent - Kurt Hadeler, Mahwah/BCCLS President; Sarah Lester, Maplewood; Judah Hamer, Rutherford

 

  1. Recap of RCLS visit

    1. Stephanie, Eric, Gretchen, Peter, Ellen, Terrie, Kurt, Gerry and Judah visited RCLS' warehouse and office space in Middletown, NY on August 9. Stephanie briefly recapped the visit

      1. Seeing their internal delivery system in context made it seem less daunting and more attainable should BCCLS eventually go this route.

      2. Robert from RCLS noted that they periodically solicit proposals from outside vendors to compare costs; few, if any, are able to accomplish what they need so it makes sense for them to continue their own in-house service.

      3. The visit gave task force members a better sense of the potential costs and timeline involved in creating a BCCLS delivery service. Terrie commented that the visit made her understand that BCCLS will need somewhat of an overlap between their own service and a vendor/current system so there's time to figure out logistics.

      4. RCLS packs items in custom bins without bags or bubble wrap; instead of delivery slips, they use the receipts from their ILS. Eric and Mike investigated options within Polaris, and LEAP contains the option to customize hold slips/in-transit slips with stop and route numbers. This could greatly streamline packing processes for libraries if BCCLS creates in-house delivery. It would not work with a vendor (for example, LLNJ requires use of their own delivery slips and packing materials with T-Force).

 

  1. Discussion of BCCLS in-house delivery service

    1. Eric created a spreadsheet detailing a potential budget for in-house delivery. He extrapolated from RCLS' data and found that we would need 7 routes. The 7 routes are based on geography and volume. For now, they originate from the new BCCLS office location in Fair Lawn, but a warehouse location is still TBD, Paterson on the border of Fair Lawn was suggested by Adele. Routes contain between 10 and 12 stops.

    2. There was a discussion of vans. We would need 8: one for each route, and one as an emergency backup in case a van went out of service. RCLS recommended diesel for fuel economy and longevity. Only regular gas vans (Ford Transit) are on state contract. RCLS uses diesel Sprinter vans. Either option could be financed over 5 years to cut back on up-front costs for BCCLS. Stephanie has been working with a dealer that can perhaps get us better pricing than state contract, namely the educational discount. Fuel options are still being researched. Said dealer can do all the customizations of the vans as well.

      1. Approximately 6,500 sq. ft. of warehouse space is needed to accommodate the vans and supplies. This would not be a part of the new BCCLS office. Adele suggested looking in the Paterson area.

      2. BCCLS could look into the possibility of connecting with the county's gas depots (located in various places around Bergen County) for cost effectiveness.

      3. Drivers would rotate between routes each week for fairness. This is how RCLS does it.

    3. RCLS recommended giving their drivers keys/alarm codes to the member libraries so deliveries could take place off-hours if needed. Because drivers would be BCCLS employees, they would be bonded.

 

  1. Possible future scenarios

    1. Cindy shared a copy of the latest invoice BCCLS received from LLNJ for 5-day delivery. Currently, 24 BCCLS libraries receive only 4 days from the state; BCCLS pays for the 5th day. The current invoice is $12,684.72 for six months ($20.33 per stop). It is uncertain how this figure could change in the future, based on LLNJ's financial woes.

      1. The status of LLNJ as an organization past 7/1/2019 is also unknown at this point.

      2. There is no way to know what will happen with state delivery after July 1.

    2. If in-house delivery is desired, it will be necessary to hire a full-time delivery coordinator ahead of time who can coordinate the logistics of the service. One van will also be necessary so he or she can physically run the routes. That person can later be responsible for hiring of the drivers. It will take about two months to train drivers so they can cycle through all 7 routes.

    3. The task force determined that the following options exist in terms of delivery:

      1. RFP/Vendor - BCCLS hires an outside vendor for 2019 based on the responses to its RFP (issued August 13). Yearly cost: $507,000 in 2019. 2019 cost per library is $8,994 (Vendor + bins). $33 per stop.

      2. Maintain LLNJ delivery through 6/30/19; in-house BCCLS delivery effective 7/1/19. Yearly cost: $468,000 in 2019. 2019 cost per library is $9,435.* $36 per stop.

      3. Vendor delivery for all of 2019; in-house BCCLS delivery effective by 12/31/19 but transition period would begin 07/01/19. Yearly cost: $741,000 in 2019. 2019 cost per library is $11,733. $45 per stop.

      4. In-house BCCLS delivery effective 1/1/19. Yearly cost: $625,691 in 2019. 2019 cost per library is $10,236.* $39 per stop.

* Cost could go down if bins can be paid for out of 2018 budget, or if alternate funding source is identified. If bins are included in Year One costs, prices will decrease going into Year Two since the bins will have already been purchased. If the RFP/Vendor option is chosen, plastic bags will cost an additional $300/library. All costs are approximate based on budget forecasting.

 

  1. Next steps

    1. August 21: Bidder's call at BCCLS (DTF to meet at 10:30am)

    2. August 22: Executive Board

    3. September 6: Open bids at BCCLS, determine next steps

    4. September 12: Special Executive Board

    5. September 27: Delivery recommendation at System Council




Meeting adjourned at 2:02pm.

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