Storage_SOW.pdf

STATEMENT OF WORK

1. Title: Offsite storage and collection access services for the Archives and Modern

Manuscripts program, History of Medicine Division, National Library of Medicine.

2. Background:

The National Library of Medicine (NLM), one of the three national libraries in the United States, is the world’s largest research library in a single scientific and professional field. NLM’s primary mission, as mandated by the Congress, is to serve the health professions. To support this mission, the Library comprehensively collects materials in biomedical subjects.

The NLM’s History of Medicine Division (HMD) maintains a pre-eminent collection of the world’s published medical literature, including books, journal volumes, pamphlets, and theses, printed from the 15th through the early 20th century;

manuscripts ranging in date from the 11th century to the present; fine prints, and other graphic materials from the 15th century to the present; and historical audiovisuals up through 1970. The collection consists of more than 600,000 printed works, 6,000 linear feet of modern manuscripts, 3,000 historical audiovisuals, and 60,000 historical prints and photographs.

3. Objectives:

The focus of this procurement is to secure offsite storage facilities and collection access services for the temporary storage of personal papers and association records owned by the Archives and Modern Manuscripts program. Different than public library general book collection materials, these unique, one–of-a-kind special collection materials are in our custody for long-term preservation. Providing appropriate storage, security, and environmental conditions, according to standard special collections and archival repository best-practices, is essential for ensuring our long-term stewardship commitments to these materials.

4. Scope of Work:

Contractor with an established archival or library storage facility must provide proper physical and environmental storage facilities consisting of no less than 10,000 cubic feet. The facility shall have standard compact archival-grade shelving, HVAC controlled environment, loading dock facilities in close proximity to storage area, and self-service collection access accommodations is a must.

5. Vendor requirements:

Contractor with an established archival or library storage facility must provide proper physical and environmental storage facilities consisting of:

no less than 10,000 cubic feet of unshared shelving (no multi-tenancy) secured from access by the general public in accordance with NLM collections security policy controlled access for designated NLM staff unlimited access to storage space by NLM staff for self-service deposit and retrieval standard compact archival-grade shelving HVAC controlled environment with temperature of 70 5 Fahrenheit and relative humidity 40% RH 5% in a 24 hour period unlimited access to loading dock during working hours, in close proximity to storage area

HMD staff and Contractor staff will conduct a monthly inventory of stored materials, to be approved by both parties, in order to determine the number of cubic feet in storage for billing fee calculation. NLM shall only pay for occupied space.

6. Reporting Requirements and Deliverables:

The Contractor will supply a monthly invoice based on the number of cubic feet occupied for the month billed. On occasion, the vendor will meet face-to-face with the Contracting Officer’s Representative (COR) to provide status reports.

7. Inspection and Acceptance Requirements:

The COR will consult with the Contractor during all phases of the activities, reviewing plans prior to implementation and making recommendations as needed to ensure conformation to NLM specifications.