20240208-Revised-SOW-CopibookMaintenance-_1.pdf

STATEMENT OF WORK

1.0 TITLE

Copibook V-Cradle Scanner Maintenance

2.0 BACKGROUND

The National Library of Medicine seeks to purchase equipment maintenance for two (2) i2s V-Cradle Copibook Scanners in support of the library’s on-site digitization program.

The service includes on-site full coverage preventative maintenance for both machines, annual software support for both machines, onsite repair visits, and staff training. The Technical Service Agreement for i2S CopiBook V-A1 covers i2S CopiBook V Scanner and LIMB Capture software. Furthermore, it includes telephonic support for scanners, software updates, as well as depot hardware maintenance. A 12-month hardware warranty extension is provided if purchased while the scanner is under contract.

The equipment maintenance of the two i2s V-Cradle Copibook Scanners is for use in a production environment where print materials will be digitized a minimum of 8 hours per day, resulting in a rate of approximately 175,000-200,000 pages per year (based on current project statistics). The content to be digitized includes historical bound volumes and other print materials up to, or smaller than, the ISO A2 page size (420mm X 594mm, 16.5” X 23.4”). The types of material to be digitized include fragile bound books and manuscripts up to 4” thick, pamphlets, and loose manuscript pages that cannot be held in place by clamps or holders other than a “V” shaped glass platen.

3.0 SCOPE

The scanners meet the FADGI 3-Star performance level for image capture (4-Star capture is preferred) and comply with the maintenance of the NLM technical metadata requirements appended to this solicitation (see below). The library will inspect the images using its own Golden Thread software.

4.0 SPECIAL ORDER REQUIREMENTS

4.1 PREVENTIVE MAINTENANCE

The contractor shall perform one (1) planned preventive maintenance session during each year of the contract. Preventive maintenance shall include: (a) includes all upgrades and updates provided for scanner applications / profiles and device firmware and hardware; (b) periodic (minimum semi-annual) on-site maintenance, including complete calibration check of capture system focus, lighting, white balance, and grayscale and color capture correctness; and (c) warranty coverage of hardware and no-cost replacement of parts covered by warranty, including glass platen in the event of discoloration from interaction with printed material or cracking resulting from routine operation of device. The service shall consist of thorough cleaning, calibration, adjusting, inspection, and testing of all equipment in accordance with the manufacturer’s latest established service procedures. All equipment shall be operationally tested through at least one (1) complete operating cycle at the end of the preventive maintenance inspection to assure optimum and efficient performance.

4.2 EMERGENCY SERVICE

An on-site, emergency repair service visit shall be provided during the term of this contract at no additional cost to the government. Emergency service shall be provided during normal working hours, Monday through Friday excluding Federal Holidays. Upon receipt of notice that any equipment part is malfunctioning, the Contractor shall provide a one (1) hour initial response with an on-site response by a qualified factory-trained service representative based on the following service level criteria: (1) Priority one: 24 hours (production issues); and (2) Priority two: within 5 business days (other issues). The service representative shall inspect the malfunctioning equipment and perform all necessary repairs and adjustments to restore said equipment to normal operating condition. Emergency service calls shall not replace the necessity for planned preventative maintenance. All labor and travel will be included.

3.3 REPLACEMENT PARTS

The Contractor shall furnish all required replacement parts at no additional cost to the Government. The parts shall be new to original equipment specifications. If the parts are in stock, the Government expects delivery - the - next day.

3.4 SOFTWARE UPDATES/SERVICE

The Contractor shall provide Software Service and updates in accordance with the manufacturer’s latest established service procedures. This service shall include telephone access to technical support for use of program software and troubleshooting of the operating systems, at no additional cost to the Government. The contractor shall receive Government approval in advance before completing any software updates and/or revisions Defective software shall be replaced at no additional cost to the government. Remote support is also included to enable troubleshooting on software related issues.

3.5 SERVICE EXCLUSIONS

The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire or water. These repairs shall be the subject of a separate purchase order and shall not be performed under this contract.

3.6 PERSONNEL QUALIFICATIONS

Technically qualified factory-trained personnel shall perform the service on the scanners. All primary service personnel shall have at least one backup support person with at least the same level of expertise on the equipment covered by this contract.

5.0 PERIOD OF PERFORMANCE

The period of performance shall be for a 12-month base period with four (4) 12-month option periods as listed below:

Base Year: 03/01/2024 – 02/28/2025 Option 1: 03/01/2025 – 02/28/2026 Option 2: 03/01/2026 – 02/28/2027 Option 3: 03/01/2027 – 02/29/2028 Option 4: 03/01/2028 – 02/28/2029

6.0 PLACE OF PERFORMANCE

Onsite services shall be performed at the following location:

National Library of Medicine 8600 Rockville Pike, Building 38 Bethesda, MD 20894