STATEMENT_OF_WORK_-_Offsite-Storage.pdf

NATIONAL LIBRARY OF MEDICINE

OFFSITE STORAGE FOR MICROFILM, MOTION PICTURE FILM

AND MAGNETIC TAPE

STATEMENT OF WORK

Dated: 5/22/2023

Contents

I. BACKGROUND AND GENERAL INFORMATION

II. SERVICES TO BE PERFORMED

A. General Requirements B. Specific Requirements

1. Cold Storage Vault

2. Conditioning Motion Picture Film

3. Cold Storage Vault Environment

a. Temperature

b. Relative Humidity (RH)

4. Cool Storage Vault

5. Cool Storage Vault Environment

a. Temperature

b. Relative Humidity (RH):

6. Air Quality and Air Pressure Extent of contaminant filtration: 1 Contaminant allowable parts per billion (ppb) Maximum limit

a. Third-party testing for evidence of contaminants

b. Testing for acetic acid

c. Isolation vault

7. Lighting

8. Documentation of Vault Conditions

a. Environmental Monitoring

b. Environmental monitoring device operation and maintenance

c. Reporting vault conditions

9. Disaster Prevention, Detection and Emergency Procedures

a. Water

b. Fire detection and suppression

c. Emergency procedures

d. Protecting the NLM collections

e. Salvage and recovery procedures

f. Heating, Ventilating and Air Conditioning (HVAC) equipment malfunction

g. Safety Inspections

h. NLM materials relocation contingency plan

10. Electrical Power

11. Equipment Maintenance, Repair and Replacement

12. Security 11

13. Transportation, Packing, Handling, Mailing and Overnight Shipping

14. Vault Cleaning

15. Shelving and Furniture

16. Invoicing, Inventories and Reports

a. Invoicing

b. Inventories

c. Quarterly Reports

d. Final Report

17. Vault Reorganization

18. Additional Cool Vault

19. Magnetic Tape Storage Containers

20. Standards of Performance

I. BACKGROUND AND GENERAL INFORMATION

The National Library of Medicine's (NLM) mission is to collect, preserve and disseminate biomedical information. In support of this mission, the Library has assembled one of the most valuable collections of biomedical literature in the world. To ensure that the collections remain available for future use, the

Library has developed a comprehensive preservation program that includes the monitoring of its storage environments. Housing collections under stable conditions of temperature and relative humidity and protecting them from exposure to ultraviolet light, specific gaseous pollutants and airborne particulate matter are among the most effective preservation measures known.

Included in the NLM collections are historical motion picture films and videotapes purchased by or donated to the Library and NLM-produced microfilm. To meet the Library's long term preservation needs for this sensitive film material, secure and environmentally stable storage within specific temperature and humidity ranges is needed for reels of archival acetate motion pictures (by "archival" is meant an original film or videotape or the closest generation to the original film or videotape that has been purchased by or donated to NLM), various formats of videotape and reels of camera master 35mm silver gelatin high contrast, continuous tone and color microfilm.

The Library's long term preservation goals are to place the film in carefully managed and closely monitored storage conditions that provide the ranges of temperature and relative humidity recommended for their extended term survival, protect them from exposure to airborne particulate matter and pollutants, and guarantee that copies will be available to create replacements in the event that copies stored at NLM are lost, damaged or destroyed. A contract for the off-site controlled climate cool vault storage of 35mm silver gelatin camera negative roll microfilm and magnetic tape was first awarded in 1989. A contract for the storage of 16mm and 35mm motion picture film cold vault storage, with an appended anteroom for conditioning film, was first awarded in 1993. Cold storage is critical for reducing the rate at which acetate motion picture film deteriorates. Cold storage also significantly reduces the rate at which color film dyes fade.

To date, these materials are located at an underground storage facility in Pennsylvania. Materials consist of

100 boxes of mixed materials, 10,000 cans of motion picture film, 6000 magnetic tapes of sound and video recordings, 70,000 microfilm reels and 200 optical disks.

Additional objectives include the availability of pickup and delivery service (24 hour turnaround) in temperature and humidity controlled vehicles on an as-needed basis, approximately six per year; careful packing, unpacking and handling of NLM materials; annual independent airborne particulate matter and gaseous pollutant testing of the NLM vaults; implementation of a disaster prevention, detection and response plan for the NLM vaults; establishment of a routine program of safety inspections and equipment maintenance and repair for fire and water detection alarms and heating, ventilating and air conditioning (HVAC) systems; 24-hour on-site security; provision of shelving and storage furniture for motion picture films, magnetic tapes and roll microfilm; detailed periodic reports of vault temperature and RH conditions; and accurate inventory and record keeping.

II. SERVICES TO BE PERFORMED

A. General Requirements

1. Independently, and not as an agent of the Government, the contractor shall furnish all vehicles, equipment, materials, furniture, space, personnel and services (except as otherwise specified herein) necessary for the extended term controlled temperature and relative humidity storage of archival motion picture films, magnetic tapes and camera master 35mm silver gelatin high contrast, continuous tone and color roll microfilm, and additional NLM-owned material as required, and for the safe pickup of materials from NLM and delivery of materials from the storage facility to NLM on an as-needed basis, and shall perform the work set forth below.

2. All work performed under this contract shall be monitored by the NLM Project Officer or designee, whose roles are defined elsewhere in this contract.

B. Specific Requirements

1. Cold Storage Vault

The NLM cold storage vault shall be a private, secure, below-ground space of approximately 750 square feet, suitable for the extended term storage of motion picture film and color microfilm and customized according to NLM's specifications in a geographic area remote from contamination by airborne urban/industrial pollutants; separate from offices, other permanent or temporary storage facilities or other work areas in the contractor's facility; and with its own separately controlled NLM approved HVAC system that provides preservation quality filtration of intake air. Appended to this vault shall be an anteroom of approximately 100 square feet to be used for conditioning the film prior to filing or removal from the vault. The door between the main vault and the anteroom shall be adequately insulated to minimize heated or refrigerated air exchanges between the two areas.

2. Conditioning Motion Picture Film

All motion picture films shall be conditioned in the Anteroom for a 24-hour period both before filing and after removal from the Cold Vault.

3. Cold Storage Vault Environment

a. Temperature

The temperature within the 750 sq. ft. cold vault shall be maintained at all times as follows:

35 degrees Fahrenheit, with cycling of no more than+/- 2 degrees within a 24-hour period.

The temperature within the 100 sq. ft. cold vault anteroom shall be maintained at all times as follows: 55 degrees Fahrenheit, with cycling of no more than+/- 2 degrees within a 24-hour period.

b. Relative Humidity (RH)

The relative humidity (RH) within the 750 sq. ft. cold vault shall be maintained at all times as follows: 30% RH, with cycling of no more than+/- 5% within a 24-hour period.

The relative humidity (RH) within the 100 sq. ft. cold vault anteroom shall be maintained at all times as follows: 40% RH, with cycling of no more than+/- 5% within a 24-hour period.

4. Cool Storage Vault

The NLM cool storage vault shall be a private, secure, below-ground space of approximately 1,500 square feet, suitable for the extended term storage of silver gelatin high contrast and continuous tone acetate and polyester camera master microfilm and magnetic tapes, customized according to NLM's specifications, in a geographic area remote from contamination by airborne urban/industrial pollutants;

separate from offices, other permanent or temporary storage facilities or other work areas in the contractor's facility; and with its own separately controlled NLM-approved HVAC system that provides preservation quality filtration of intake air.

5. Cool Storage Vault Environment

a. Temperature

The temperature within the 1,500 sq. ft. cool storage vault shall be maintained at all times as follows: 55 degrees Fahrenheit, with cycling of no more than+/- 2 degrees within a 24-hour period.

b. Relative Humidity (RH):

The relative humidity (RH) within the 1,500 sq. ft. cool storage vault shall be maintained at all times as follows: 30% RH, with cycling of no more than+/- 5% within a 24-hour period.

6. Air Quality and Air Pressure

There shall be a minimum 10% influx of filtered fresh air at all times into the NLM cool and cold vaults.

There shall be a slightly positive air pressure in the NLM cool and cold vaults at all times.

Filters used for the removal of airborne particulate matter shall be positioned in the HVAC systems in such a way that they will filter incoming air in close proximity to its point(s) of entry into the microfilm vault and motion picture vault/anteroom complex. The filters shall have an ASHRAE weight-arrestance efficiency of greater than or equal to 95%. Particulate filters shall be changed at least quarterly, or more frequently as needed to achieve the previously stated 95% efficiency rating.

Gaseous contaminants shall be controlled by means of activated charcoal filters likewise positioned in such a way that they will filter incoming air in close proximity to its point(s) of entry into the vaults and the anteroom. For particulate matter, sulfur dioxide, nitrogen dioxide, ozone, formaldehyde and acetic acid, maximum allowable levels in both the microfilm vault and motion picture vault/anteroom complex shall be as follows:

Extent of contaminant filtration: 1

Particulate matter: "Filter to remove better than 50% of 0.5-micron particles."

Contaminant allowable parts per billion (ppb) Maximum limit

Sulfur Dioxide: 0.38-3.8 ppb 1-10 µg/ m3

Oxides of Nitrogen: 2.5-5.0 ppb 5-10 µg/m3

Ozone:

Formaldehyde:

1.0-12.8 ppb

4.0 ppb 2-25 µg/m3

Acetic Acid: 4.0 ppb

a. Third-party testing for evidence of contaminants.

On an annual basis, the contractor shall sample the ambient air within the NLM cool and cold vaults and anteroom for sulfur dioxide, nitrogen oxides, ozone, formaldehyde, and particulate matter. The contractor may be required to monitor both the air supply to and ambient air within the NLM vaults and anteroom on a more frequent basis in the event that the air quality test results indicate excessive concentrations of either particulate matter or the gaseous pollutants other than acetic acid itemized above (for acetic acid testing, see following paragraph). Air quality test methods used and suggested schedule for testing shall be approved in advance by the Library. Written air quality test results shall be submitted to the NLM Project Officer within 30 (thirty) days of test completion.

b. Testing for acetic acid.

Upon NLM's request, the contractor shall test for the level of acetic acid present in both vaults as directed by the Library. The testing method shall be approved in advance by NLM. Acetic acid (from off-gassing acetate-based films) is detectable as a "vinegar" smell. The contractor shall report detection of a "vinegar" odor in either vault, regardless of when testing for acetic acid has been done, to the on-site project manager, who shall inform the NLM Project Officer by phone during the Library's regular hours of operation. Mold is likewise detectable by smell. It produces a musty odor and indicates a potentially serious problem. Staff servicing the vaults shall be instructed to report the presence of mold to the on-site project manager, who shall inform the NLM Project Officer by phone as soon as possible during the Library's regular hours of operation. Any mold or acetic acid odor report shall be included in the next monthly report due to be provided to the Library and shall identify the type of odor, date reported, name of person making the report.

c. Additional testing

The Library reserves the right to conduct or require, at its own expense, any additional air quality, temperature and/or humidity tests it may deem necessary in the interest of protecting the stored film and magnetic media. The contractor shall grant access to staff designated by the NLM

Project Officer to conduct such inspections.

1Particulate matter removal guidance and limits for Sulfur Dioxide, Oxides of Nitrogen and

Ozone are from Lull, William P. and Paul N. Banks, Conservation Environment Guidelines for Libraries and Archives (Ottawa: Canadian Council of Archives, 1995), Table 2.

Formaldehyde and Acetic Acid limits were obtained from the National Archives and Records

Administration.

d. Isolation vault.

Should acetic acid testing reveal the presence of vinegar syndrome, it may be necessary to isolate materials. As a separate project, upon NLM’s request, the Contractor shall work with NLM staff to develop and implement a plan for an additional isolation vault for film showing signs of vinegar syndrome. NLM will review all aspects of the project, including estimated cost and the reorganization plan, with Contract staff prior to the start of work. Upon acceptance of the plan, the

Contractor shall contact NLM regarding any implementation problems via e-mail. This vault would require similar environmental conditions to that of the cold vault (35 degrees Fahrenheit, with cycling of no more than+/- 2 degrees within a 24-hour period) with an accompanying anteroom for conditioning (55 degrees Fahrenheit, with cycling of no more than+/- 2 degrees within a 24-hour period). An initial estimate would be 375 sq. ft., half the size of the cold vault with an anteroom of approximately 100 sq. ft.

7. Lighting

Fluorescent lighting shall be used in the NLM vaults and anteroom. Exposure to ultraviolet light

·shall be controlled by keeping lights switched off at all times except when work is being performed in a given vault or in the anteroom. Vault (and anteroom) exit doors shall be clearly indicated by lighted "EXIT" signs.

A battery-powered emergency backup lighting system in compliance with latest published version of NFPA

101, Life Safety Code, shall be used in the vaults and anteroom. The contractor shall promptly replace any broken or defective fluorescent tubes or light fixtures.

8. Documentation of Vault Conditions

Documentation of Vault Conditions

a. Environmental Monitoring. The contractor shall monitor temperature and relative humidity (RH) conditions in the NLM Cool and Cold Vaults and Cold Vault Anteroom using properly calibrated devices and portable USB "thumb" drives provided by the

Library:

Location: COLD Vault Dataset: PEM16412

Location: COOL Vault Dataset: PEM16413

Location: COLD Vault Anteroom Dataset: PEM 16731

b. Environmental monitoring device operation and maintenance. PEM devices shall be operated and maintained in compliance with manufacturer specifications. If any of the devices need to be sent to the Image Permanence Institute (IPI) for recalibration or repair, the Contractor shall invoice NLM for the shipping cost and instruct IPI to bill NLM directly for the work. Shipping address:

Attention: PEM Calibration Service

Rochester Institute of Technology/IPI

GAN-2000

70 Lomb Memorial Drive

Rochester, NY 14623-5604

Phone: 585-475-5199

c. Reporting vault conditions. On a monthly basis, PEM data shall be downloaded onto a portable flash drive. The downloaded files shall be e-mailed t o the NLM Project Officer and designee(s).

Fluctuations of temperature in excess of two degrees Fahrenheit, and of relative humidity in excess of five percent RH above or below those specified in this Statement of Work (see Section

II.B, 2.a, 2.b, 4.a and 4.b) shall set off alarms as noted below in Section II.B.8.e., and shall be reported to one of the following (listed in priority order) during normal Library business hours as soon as possible after their occurrence.

9. Disaster Prevention, Detection and Emergency Procedures

a. Water

The walls of the storage areas of both vaults and the anteroom shall be painted with properly bonded and grounded industrial aluminum paint to prevent moisture condensation on interior surfaces or within the walls. The floors of the vaults and anteroom shall be painted with latex exterior floor enamel. Paints shall be in compliance with the latest published version of NFPA 10, Life Safety Code. The vault spaces shall be completely aired out after painting. All painted surfaces shall be completely cured and pose no risk of off-gassing.

On a monthly basis, the contractor shall check the walls in the vaults and anteroom for signs of condensation.

A water detection alarm system that meets with NLM's approval shall be installed in both vaults in accordance with the recommendations of the alarm system manufacturer and linked to the contractor facility's central alarm panel that is monitored by contractor staff at all times.

The contractor shall immediately contact the NLM Project Officer or designee in the event of accidental discharge of the sprinkler system, or of flooding resulting from any other cause within the NLM vaults and anteroom.

The contractor shall report to the NLM Project Officer or designee as soon as possible during regular Library business hours the time, location and magnitude of: (a) any occurrence of condensation within NLM’s vaults and anteroom; and (b) leakage or flooding elsewhere in the contractor’s facility where standing water or moisture might adversely affect humidity conditions within the NLM vaults.

The contractor shall submit to the NLM Project Officer, within 5 (five) days, a full complete description of any occurrence of leakage or flooding in the NLM vaults or anteroom or in the contractor's facility at any time while NLM materials are in storage there; in addition, the contractor shall describe all actions taken to remedy the problem.

b. Fire detection and suppression

An ionization type automatic smoke detection system that meets with NLM's approval shall be in place in the NLM vaults and anteroom and shall be linked to the contractor facility's central alarm panel that is monitored by contractor staff at all times.

The system shall be U.L. approved and in compliance with the latest published version of NFPA

72, National Fire Alarm and Signaling Code. All vent openings shall be equipped with Class

"A" three-hour fire rated smoke dampers, and the entrances to the vaults shall have Class "A" three-hour (minimum) fire rated steel doors meeting the latest published version of NFPA 80, Standard for Fire Doors and Other Opening Protectives.

A pre-action (dry-pipe) sprinkler system that meets the latest published version of NFPA 13, Standard for the Installation of Sprinkler Systems, pre-approved by NLM, shall be in place in the vaults and the anteroom. The contractor shall be in compliance with the latest published editions of the NFPA material referenced in the Statement of Work.

The contractor shall locate, mount and maintain portable fire extinguishers meeting the latest published version of NFPA 10, Standard/or Portable Fire Extinguishers, in the vaults and anteroom. The sprinkler system shall be inspected in compliance with the latest published version of NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire

Protection Systems.

The contractor shall ensure that trained fire personnel are available to respond immediately to a fire in either of the NLM vaults or in the anteroom. The contractor shall report immediately to the NLM Project Officer or designee the date, time and magnitude of any occurrences of smoke or fire, whether from within or from without, affecting the NLM vaults or anteroom. In the event a smoke or fire incident impacting on the vaults or anteroom, the contractor shall follow disaster recovery instructions outlined below.

The contractor shall submit to the NLM Project Officer, within 5 (five) days, a full report of any occurrence of fire in the NLM vaults or anteroom or elsewhere in the contractor's facility at any time while NLM materials are in storage there, including all steps taken to extinguish the fire and remove and direct smoke away from the NLM materials.

c. Emergency procedures

If leakage or flooding occurs in the NLM vaults or anteroom to the extent that NLM's stored materials get wet, or if a fire has been extinguished resulting in NLM's stored materials getting wet, the contractor shall immediately notify the NLM Project Officer and designee(s).

If flooding or leakage is restricted to the floor level below storage shelving, does not come into contact with any of NLM's stored materials and can be readily controlled and cleaned up, and temperature and humidity can be brought back to within the ranges specified in this

Statement of Work within a four-hour period, the contractor shall take appropriate action to remedy and the situation, restore required conditions and notify the NLM Project Officer and designee(s).

The contractor shall also send to the NLM Project Officer, within 24 hours of occurrence, a detailed report regarding any water emergency, actions taken, and confirmation that temperature and humidity conditions were stabilized within a four-hour period.

d. Protecting the NLM collections

Staff safety. The contractor shall assume full responsibility for contractor staff safety during an emergency response, including but not limited to protection from possible injury related to electrical hazards, falling debris, fume inhalation, falling or lifting.

Response actions.

The contractor shall take the following steps in the event of a water emergency that results in NLM materials getting wet:

i. Taking all due precaution to mitigate any risk of electrical hazards, stop water from coming into areas where NLM material is stored. After the problem has been corrected and an electrician has determined that there are no electrical /water hazards within the vault space, (a) use pumps, mops and wet vacuums to remove water; (b) use absorbent matting to prevent staff from slipping and falling; and (c) use portable dehumidifiers and portable fans circulate air and dry out the vault, bringing humidity and temperature conditions back to the levels specified in this Statement of Work.

ii. Protect dry cabinets or drawers containing boxes of microfilm reels, cans of motion picture film or other stored materials by covering them with inert heavy (4 mil) plastic sheeting. The sheeting shall be placed over the dry cabinets, drawers, loose boxes or cans or other cartons or containers and secured with clips in such a way that any potential additional incoming water is completely prevented from coming into contact with the protected materials. All plastic covering shall be removed immediately upon the contractor's determination that there is no further risk of water damage danger to the materials.

iii. The contractor shall monitor and record temperature and relative humidity conditions in impacted areas (including the Anteroom) throughout the course of a water disaster. Under no circumstances shall conditions be allowed to deteriorate to the point where mold formation becomes likely in NLM storage areas, anteroom, or beneath plastic intended to protect stored materials:

"In general, the higher the RH the more readily mold will grow. If the RH is over

70% for an extended period of time, mold growth is almost inevitable. It is important to remember, however, that it is possible for some species of mold to grow at lower RH as well." 2

NLM materials shall be safely relocated to another location specified by Library within

24 hours of the event to mitigate the risk of mold outbreak. If material cannot be relocated within 24 hours, the contractor shall immediately inform the NLM Project

Officer or designee.

2. Preservation Leaflet 3.8, "Emergency Salvage of Moldy Books and Paper" (Andover, MA: Northeast

Document Conservation Center, 2007). See:

http://www.nedcc.org/resources/leaflets/3Emergency_Management/08SalvageMoldyBooks.php

iv. If the water problem cannot be promptly controlled, the contractor shall consult with the Library to determine if NLM's materials should be removed and placed in another vault within the contractor's facility that provides environmental storage conditions the

Library deems acceptable.

v. The contractor shall inventory all material by NLM storage numbers that have to be removed to other locations within the vaults or contractor's facility and keep them in an order that will make it possible to return them to their proper storage locations.

vi. The contractor shall systematically check all shelves and drawers in the vicinity of a leak or flood to make sure all damp or wet NLM materials have been identified and all storage furniture is completely dry.

e. Salvage and recovery procedures

i. Drying wet films and tapes. All wet microfilms, motion picture films and magnetic tapes shall be shipped to professional recovery services specified by NLM and dried within 48 hours. Upon being notified of a disaster at the contractor's facility, NLM will promptly provide the contractor with the name, address and phone number of one or more recovery services deemed suitable for the salvage of NLM's materials.

NLM will notify each recovery service and assume responsibility for all interactions with the service, including invoicing, payment and return shipment to either the contractor's facility or the Library. Should it be determined that a disaster was caused by the contractor's action or inaction then the cost associated with the recovery will be at contractor's expense. In the event that any wet NLM film cannot be dried within 48 hours, the contractor shall immediately contact, in the order listed, one of the NLM personnel listed in Section II.B.9.c.

ii. Salvage of Wet Microfilm. Wearing nitrile or latex gloves at all times, carefully remove microfilm reels from any boxes that have gotten entirely or partially wet. If http://www.nedcc.org/resources/leaflets/3Emergency_Management/08SalvageMoldyBooks.php

NO water has come into contact with the microfilm, wipe any moisture from the plastic spool with a clean lint-free cloth. If the string-tie is wet, carefully remove the wet tie and secure the film on the spool with a new acid-free string tie. Place the film with dry reel and string tie in a new NLM-approved preservation quality acid-free box. The contractor shall keep a supply of 500 acid-free microfilm string ties and boxes pre-approved by the Library in the NLM vault for emergency use. Immediately write the film storage number onto the new microfilm box. Upon receiving a list of the film numbers involved, NLM will provide the contractor with new box labels and arrange to have the contractor apply the labels to the new boxes.

If microfilm is wet, remove the film as wound on its plastic reel from the wet box and copy the film storage number onto an inventory sheet. Do not remove the string tie or attempt to unspool or wipe off any of the wet microfilm. Place the reel of film in a lidded, dark container and cover completely with cool (below 65°F at all times), clean de-ionized water. Remove the wet boxes from the vault and discard them. Do not let wet microfilm air-dry. Do not immerse film in chlorinated water.

iii. Salvage of Wet Motion Picture Film. Wearing nitrile gloves at all times, carefully open each wet film can and check inside. If NO water has come into contact with motion picture films inside, wipe the cans dry with an untreated lint-free cloth, record the information from the can labels as needed and request new can labels from the Library.

If motion picture film is wet, immediately fill the can with clean, cool (below 65°F) de-ionized water until it can be handled for drying by an experienced film processing technician. Do not attempt to pick up or wipe off the film or unwind any portion of the film from the core. Completely submerge the water-filled can containing the film in a lidded, dark container and cover completely with cool (below 65°F), clean water. Do not let wet motion picture film air-dry. Do not immerse film in chlorinated water.

iv. Salvage of wet magnetic tapes. Wet tapes shall be wrapped in bubble-wrap, packed securely in rigid cartons and shipped to the professional recovery service specified by the Library. Do not attempt to disassemble, play or dry wet magnetic tapes.

v. Film salvage containers. Heavy duty wheeled plastic garbage cans with screw lock lids are recommended to facilitate transport. Such cans used for the immersion and/or transport of wet NLM film materials shall be: made of materials that will in no way affect the film; not used for any other purpose and wiped clean before being used for film salvage; sturdy enough to support the combined weight of the film and water placed inside them; and capable of being closed securely so that film will not be spilled out during transport to a film processing facility that meets with NLM's approval. Water shall be kept cool (below 65°F) at and completely cover all the film at all times in any container used for this purpose.

Containers shall be filled only to a level that makes it possible to move them without risk of breakage, collapse or injury to the contractor's staff. Containers used for this purpose shall not permit the entry of light when covers are securely in place. Containers shall be tightly closed immediately after filling and not opened except at the professional recovery service for drying.

vi. Inventory of salvaged materials. The vendor shall create a written inventory of all

NLM films or tapes that have been salvaged and will be shipped to professional recovery services. Microfilms shall be identified by film storage number. Motion picture films and tapes shall be identified by HF number or other NLM identification number present on the items. One copy of the salvage inventory matching the contents of the container or carton shall be secured to the container lid or carton top using packing tape. A second copy of the list shall be sent to the NLM Project Officer.

f. Heating, Ventilating and Air Conditioning (HVAC) equipment malfunction

An alarm system that meets with NLM's approval shall be in place in the NLM cool vault to alert the contractor to the following conditions:

temperature in vault rises above 57 degrees Fahrenheit temperature in vault drops below 53 degrees Fahrenheit RH in vault rises above 35%

RH in vault drops below 25%

An alarm system that meets with NLM' s approval shall be in place in the NLM cold vault to alert the contractor to the following conditions:

temperature in vault rises above 37 degrees Fahrenheit temperature in vault drops below 33 degrees Fahrenheit RH in vault rises above 35%

RH in vault drops below 25%

The cold vault alarm system shall also alert the contractor to the following anteroom conditions:

temperature in anteroom rises above 57 degrees Fahrenheit temperature in anteroom drops below 53 degrees Fahrenheit RH in anteroom rises above 45%

RH in anteroom drops below 35%.

The alarm systems for both vaults and anteroom shall be linked to the contractor facility's central alarm panel that is monitored at all times. Should the HVAC equipment require repair that cannot be completed before the temperature or humidity levels in the vaults exceed those itemized above in the Statement of Work, the contractor shall notify the NLM Project Officer or designees as soon as possible during normal Library business hours. The Library shall determine if arrangements need to be made to provide an alternate storage space within the contractor’s facility with environmental storage conditions the Library deems acceptable. The contractor shall confirm that alternate space within the facility is available for salvage operations and temporary storage in the event such space is needed.

g. Safety Inspections

On a semi-annual basis, the contractor shall conduct safety inspections of the NLM vaults.

Inspections shall include tests of the structural integrity of the vaults and smoke and water detection alarms. Tests shall determine that all safety mechanisms (fire extinguishers, exit signs, emergency lighting) are in compliance with manufacturers’ instructions and maintenance schedules and are in good working order. Inspection of the fire alarm system shall be in compliance with NFPA 72, National Fire Alarm Code. Inspection of fire extinguishers shall be in compliance with NFPA 10, Standard for Portable Fire Extinguishers. Inspection of the sprinkler system shall be in compliance with NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire

Protection Systems. The contractor shall submit the inspection schedule for NLM approval. The contractor shall include in the corresponding quarterly report the results of inspections and tests conducted within the preceding 90 days and a description of any actions taken to correct conditions deemed by the contractor to be potentially hazardous to NLM’s stored materials.

h. NLM materials relocation contingency plan

In the event an unforeseen disaster or other circumstance results in the need to relocate the

NLM collections from both vaults, the contractor shall:

- provide assistance in identifying a possible relocation site.

- allow access to NLM staff and NLM-approved collection movers, vehicles and equipment.

- assist the Library as needed with the safe and orderly removal of material from the current storage locations to the alternate storage site.

10. Electrical Power

The contractor shall provide an emergency power system capable of maintaining the vault and anteroom conditions itemized in the Statement of Work in the event of a power failure. Battery-powered emergency lighting units and lighted exit signs shall be installed above the vault and anteroom exit doors. There shall be at least two U.L. approved duplex electrical outlets installed in accessible locations at a minimum of four feet above floor level in both vaults and in the anteroom.

11. Equipment Maintenance, Repair and Replacement

The contractor shall provide qualified maintenance personnel trained in the maintenance and repair of all equipment used for this contract. The contractor shall perform all repair and routine maintenance of the HVAC systems, air filtration systems, water detection systems, smoke detection systems, fire suppression systems, unauthorized intrusion detection systems and all alarms associated with these systems. Maintenance shall be performed in accordance with, and no less frequently than, the specifications and intervals recommended by the equipment manufacturers. Unless replacement parts must be ordered, repairs shall be done immediately upon the identification of any equipment malfunction or problem. The contractor shall provide NLM with complete documentation of all equipment repair and maintenance actions including replacements of parts and upgrade of systems within 30 (thirty) days.

12. Security

The contractor shall provide on-site security services for all NLM contracted space on a 24 hour per day, 7 days per week basis. UL approved intrusion alarm systems that meet with the Library’s approval shall be in place for the vaults and anteroom and shall be linked to the contractor facility’s central alarm system and monitored by contractor staff at all times. The vaults and anteroom shall be kept locked at all times. Only authorized NLM and contractor personnel shall be allowed access. Exceptions shall be approved in advance by the Library. Authorized NLM personnel shall be designated by the NLM

Project Officer.

13. Transportation, Packing, Handling, Mailing and Overnight Shipping

The contractor shall be responsible for delivering stored reel(s) of motion picture film, magnetic tape and microfilm requested by NLM to the Library in their original packaging within 2 days of NLM's submission of the request, as well as for picking up shipments of motion picture film, magnetic tape, microfilm, and any additional materials to be stored in the vaults, within 4 workdays of NLM's notification of the availability of the shipment. The contractor shall notify the NLM Project Officer or designee immediately in the event of any projected or unanticipated delays in pickup or delivery schedules.

a. Vehicles. All NLM material shall be transported in the contractor's vehicles. The Library's shipment needs vary. Air-conditioned trucks capable of transporting capacities of up to 100 and up to 450 cubic feet are required. A 450 cubic feet capacity "refrigerated" truck may be needed to transport large quantities of motion picture film (the term "refrigeration" refers to the air conditioning of the cargo area of a truck, as opposed to the cab). The cargo areas of all vehicles used to transport NLM film and tape materials shall be air-conditioned and dry. At no time while NLM film is in transit shall the temperature in the cargo area of an air-conditioned

(or "refrigerated" if so termed) vehicle exceed 70°F. Humidity within the air-conditioned truck shall not exceed 50% RH. The contractor's vehicles shall be equipped with fire extinguishers. The cargo area shall be kept locked whenever NLM film is being transported to or from the contractor's facility. All drivers must be bonded and security cleared. Film transported from the Library to the contractor's facility shall be placed within the appropriate

NLM vault within 24 hours of arrival. Conditions in any staging area used to pack, unpack or sort transported NLM material shall not exceed 70°F and 50% RH.

The contractor shall have in place at all times contingency plans for meeting pickup or delivery schedules in the event that a contractor vehicle breaks down, and for making sure temperature does not exceed 70°F in the cargo area in the event that the vehicle's air conditioning system malfunctions while NLM material is in transit.

b. Pickup from NLM. All items shipped to the contractor's facility will be packed as appropriate by NLM staff. Microfilm reels wound on inert plastic reels, secured with acid free button-and-string ties, and enclosed in an acid-free storage boxes identified by contents labels with storage numbers written in large numbers with magic marker on their sides, will typically be packed in sturdy cardboard cartons (maximum 50 reels per box). Motion picture film housed in labeled ventilated metal cans will be kept flat at all times and will be placed in sturdy cardboard cartons (maximum 10 reels per box). Loose cans shall be wrapped in bubble wrap and secured with packing tape. Magnetic tapes will be wrapped in bubble wrap and secured in sturdy cardboard cartons. Empty space in containers shall be filled with loosely crumpled bubble wrap in such a way that film boxes or cans are secure and will not be accidentally opened during shipment.

All pallets used by the contractor for the transport of NLM materials shall be stable, unbroken and clean. All cartons or coolers containing NLM materials shall be stacked securely inside the transport vehicle cargo bay in a manner that prevents shifting that might result in damage. If pallets are used, all cartons containing NLM materials shall be securely fastened to the pallets and the pallets shall be securely fastened to the walls of the transport vehicle cargo bay.

All outgoing NLM material will be accompanied by a complete, item-specific manifest detailing the shipment's contents, including a clearly identifiable box contents manifest secured to the outside of each carton or cooler. Packed and inventoried shipments will be delivered by NLM staff to the Library's loading dock prior to the scheduled pickup time. The contractor shall be responsible for providing all pallets, dollies and staff needed to load the vehicle. Pickup shall be made at the Building 38 loading dock, National Library of Medicine, 8600 Rockville Pike, Bethesda, MD 20894.

c. Delivery to NLM. Material that NLM recalls from the contractor's facility shall be packed by the contractor in such a way that will secure the items and protect them from damage.

Microfilm reels shall be placed in shipping cartons (maximum 50 reels per box) provided by the contractor. Motion picture reels shall be kept flat at all times and placed in sturdy cardboard cartons. Magnetic tapes shall be bubble-wrapped and securely packed in an upright position in sturdy cardboard cartons. Small quantities of loose reels or individual film cans shall be wrapped in bubble wrap and secured with packing tape before placement in a shipping carton.

Empty space in containers shall be filled with loosely crumpled bubble wrap in such a way that film boxes or cans are secure and will not be accidentally opened during shipment.

Individual reel cans and boxes shall be handled carefully at all times. Shipping containers shall:

secure all items but shall not be packed too tightly; be maintained in an upright orientation at all times; be moved in a safe and careful manner at all times; not be left in uncontrolled environments before, during or after transport; be carefully packed and unpacked.

All NLM material being shipped by the contractor shall be accompanied by a complete item specific invoice of the shipment's contents, including a clearly identifiable box contents manifest secured to the outside of each container or box.

All deliveries shall be made to the Building 38 loading dock, National Library of Medicine, 8600 Rockville Pike, Bethesda, MD 20894. NLM staff will inform NIH Security of the shipment contents, date and approximate arrival time.

d. Handling. The contractor shall handle NLM's microfilm and motion picture film with care at all times during on-loading, transport, off-loading, packing, unpacking, sorting, shelving and retrieval. The Library expects that the contractor will have instructed transportation and facility staff in the proper care and handling of client microform and motion picture film shipments.

No food, drink or smoking shall be allowed in the vaults or anteroom, in the contractor's shipping, handling, staging or temporary emergency storage areas, or in the cargo areas of the contractor's vehicles. The contractor shall not open film cans or boxes or unseal cartons labeled

"Do Not Unpack" unless specified in advance by the Library.

All microfilm and magnetic tape shall be filed within 24 hours of delivery to the contractor's facility in correct storage number order (written on the bottom flap of the film box). Numbers that are duplicated or missing from the shipping manifest accompanying delivered film shall be reported to the NLM Project Officer as soon as possible during regular Library working hours and itemized in the next due monthly report. The contractor shall similarly report any duplication or other numbering discrepancy noted during routine storage and retrieval of the NLM microfilm.

Motion picture films shall be organized in numerical order, in a manner that facilitates easy access, retrieval and replacement, in stacks no higher than twelve (12) cans.

Magnetic tapes shall be stored in an upright position.

Upon receipt, the contractor shall enter all motion picture film and magnetic tape items into the contractor's database using the contractor's barcode system.

All other NLM materials shall be stored as specified by the Library.

Mailing and Overnight Shipping. As needed by the Library, the contractor shall provide mailing and overnight shipping service via U.S. Postal Service, FedEx, &c. The contractor shall bill the Library separately for packing and handling (using labor hours) and the actual mailing or shipping cost.

14. Vault Cleaning

The contractor shall keep the vaults clean. Under no circumstances shall any water be used.

Floors and cabinet exteriors shall be cleaned using only HEPA-filtered vacuum cleaners.

15. Shelving and Furniture

The NLM Cold Vault shall have sufficient shelving to house up to 3,000 cubic feet of NLM movie film. Shelving shall be adjustable and capable of accommodating film cans and cartons of varying sizes. It shall be made of noncombustible and noncorrosive materials that will have no harmful effects on silver photographic film. The shelving shall be sufficiently sturdy to support the weight of the film and shall not exceed 7 feet in height. All shelving shall meet with NLM approval prior to installation.

NLM material shall be stacked neatly on the shelving in a manner that both optimizes the use of the available space and prevents stacks of film cans from toppling when items are being added, retrieved or inventoried.

The NLM Cool Vault shall have the capability to accommodate a sufficient number of microfilm storage cabinets and drawers to hold: (a) over 70,000 reels of boxed microfilm, as well as additional microfilm drawers as needed to store future shipments of film; and (b) over 5,000 magnetic tapes. The Library will purchase microfilm storage cabinets as needed and have them shipped to the contractor's facility. Any property purchased by the Library becomes Library property.

Upon the Library's request, the contractor shall provide price and availability information for additional shelving for the storage of magnetic tapes and subsequently purchase and install shelving that meets with the Library's approval. The contractor shall bill the Library separately for the purchase, shipping and installation of the shelving.

The contractor shall carefully unpack and install storage furniture authorized for purchase by NLM, billing the Library at the hourly labor rate for the installation work. The contractor shall replace any storage furniture damaged by the contractor's staff from the time the furniture arrives at the contractor's facility until the furniture is installed and fully functional.

All shelving purchased by the Library shall be constructed of non-corrosive, non-combustible metal and of sufficient quality to provide extended term storage. The finish shall be durable and guaranteed by the manufacturer to be incapable of producing any harmful effects on film and tape materials. Upon request, the contractor shall provide the Library with a copy of the shelving manufacturer's product description and specifications.

16. Invoicing, Inventories and Reports

a. Invoicing

The contractor shall submit a draft invoice within 5 (five) business days of the end of the calendar month in which costs are incurred. The NLM Project Officer will review the draft and notify the contractor's issuing office when payment approval has been authorized.

Each monthly invoice shall comply with government requirements as specified in the

"Addendum to Terms and Conditions, Parts 10-12" appended to this Statement of Work.

b. Inventories

Upon request, the Contractor shall assist the Library with inventory projects. For any such project, the Library will provide a detailed set of instructions for Contractor review and comment prior to the beginning of the work. Such an inventory could include the NLM barcode, identifying information such as barcode used by the Contractor, and descriptive information printed or written on the label. Information may include call number and format.

A preliminary list could be provided by the library and verified by the Contractor. Examples of inventoried items, could be:

NLM barcode: 65882

Contractor barcode: XXXXXX

Call number : Film S00019

Format: Microfilm, Camera Master

NLM barcode:

Contractor barcode: XXXXXX

Call number: HF0030

Format: 1/2 in. Betacam SP videocassette

c. Quarterly Reports

By the 5th day of the beginning of a quarter, the contractor shall prepare and e-mail to the

NLM Project Officer or designee a written monthly report including all items specified below for the previous quarter.

Quarterly reports shall include the following:

i.) description of the reason(s) for any vault temperature/RH anomalies that may have occurred during the reporting period and indicating any adjustments made to the instrument as a result of cross-calibration.

ii.) narrative description of all work performed during the reporting period, problems encountered, including the detection of any musty or vinegar-like odors, and corrective actions taken;

iii.) itemized billing for the preceding thirty (30) days, including a listing of all invoices issued by the contractor to the Library during the reporting period, the invoice date, amount and reason;

iv.) documentation showing that all maintenance, security, water detection, alarm system and air quality inspections and tests have been performed during the reporting period as required by the Statement of Work.

d. Final Report

The contractor shall e-mail a final report summarizing activity for the entire contracting period to the NLM Project Officer no later than 30 (thirty) days subsequent to the completion of the final contract option period. The contractor shall prepare and submit to the NLM Project Officer a draft of the final report 15 (fifteen) days prior to the delivery date for the final version of the annual report. The NLM Project Officer shall review the draft and provide the Contracting Officer with comments within 5 (five) days after receipt. The final report shall be corrected by the contractor, if necessary, and the final version delivered in accordance with the "Deliveries" section of the contract. Final reports shall include, but not be limited to, the following:

i. cumulative totals for all items specified in the required quarterly reports for the entire contract (see above, Section 16,.B., parts i-vi), and

ii. any recommendations concerning methods to improve the procedures and tasks described in the Statement of Work.

17. Vault Reorganization

As separate projects, upon request, the Contractor shall work with NLM staff to develop and implement a plan for the reorganization of…