Pergamena Statement of Work Final.pdf

SOW - Updated 9/22/2021

Ongoing Consortia Research Project to Procure Leather Test Samples

National Library of Medicine (NLM)

STATEMENT OF WORK

I. Background:

The History of Medicine Division (HMD) of the National Library of Medicine (NLM) located on the National Institutes of Health (NIH) campus in Bethesda, MD, has a collection of leather used primarily to bind and protect the world’s published medical literatures and historical audiovisuals from present day dating back to the 11th century. This collection includes historic leathers, known to have been produced for millennia in multiple countries prior to the Industrial Revolution, and modern leathers, said to have been produced during and following the Industrial Revolution; around 1850. The condition of certain items within NLM’s collection shows signs of deterioration. Over the past six years, a consortia research group, comprised of scientist, conservators, and researchers from NLM, Penn State University (Penn State), and the Smithsonian, began a research project to investigate several variating factors, within the leather tanning process that could potentially promote the deterioration.

II. Purpose:

Procure leather test samples for an ongoing consortia leather research project with NLM, Pennsylvania State University, and the Smithsonian Institution. The results of the research are aimed to help NLM’s conservators in restoring and repairing the condition of NLM’s leather collection.

III. Contractor Responsibilities & Tasks:

A. Mandatory Requirements

1. Produce leather test samples and shall demonstrate extensive knowledge of historic tanning practices and techniques specifically relating to drum and pit tanning.

2. Procure five raw hides from different animals with known diets approved by the scientists and conservators. All diet ingredients shall be uploaded in Microsoft Box and data results made available to the COR.

B. Vendor shall work collaboratively with the HMD Senior Conservator to:

1. Provide technical Leather test samples produced at the tanner’s location.

2. Adhere to all federal, state, and local environmental Acts, Statues, and Regulations

3. Utilize Microsoft Box as the form of communication with NLM staff, the Smithsonian, and Penn State throughout the research to exchange documents and information related to testing. The COR (NLM conservator) will have access to the system for the duration of the research.

4. Identify appropriated hides from which leather test samples from approved animal hides with known diets to create leather test samples.

5. Provide detailed documentation including photographs of each hide. A template will be provided.

6. Document Tannage ingredients will be documented and electronically submitted, via Microsoft Box, to the HMD Senior Conservator before each new phase of testing begins.

7. Create test samples according to the test protocols specified by the HMD Senior Conservator as determined by the Penn State University, NLM research scientists and COR (NLM conservator).

8. Prepare up to 72 samples (five sets of samples at 18 points) from each PH skin according to testing protocols throughout the tanning process.

9. Ensure all test samples are frozen as per Appendix A (freezer that is at least -4 degrees F or -20 degrees C) in glass petri dishes and placed in a cooler with dry ice.

Containers for freezing and transporting samples to Penn State will be supplied to the tanner by NLM.

10. Prepare test samples for shipping per the shipping requirements listed above in Task#6. Containers for freezing and transporting samples to Penn State will be supplied to the tanner by NLM.

11. Collect tannage samples during the tannage process and package for delivery to Penn State University per the sample collection and packaging instructions (Appendix A).

12. Refer to Appendix A to properly cut leather samples for testing, the cutting tools and petri dishes will be sanitized in-between each sample collection using a dilute bleach solution and ethanol as per the sample collection and packaging instructions {using 5% bleach for 5 minutes and then wipe with ethanol or isopropanol (>80% or greater)}.

13. Immediately prepare and freeze all test samples at 20 degrees below zero. See sample collection and packaging instructions in Appendix A.

14. Coordinate the transport, in person transfer to avoid cross contamination, of the frozen samples to Penn State University. This might include multiple trips to Penn State as the tanning process proceeds.

15. Provide NLM COR/Conservator with a confirmation of all shipments. Inspection and acceptance of all shipments will be approved by NLM COR/Conservator and documented in Microsoft Box. Payment will not be made until NLM COR/Conservator has confirmed the shipment is acceptable.

16. Prepare invoice for payment per the Invoice & Payment Provisions Instructions.

C. Providing on-going technical guidance to scientists and conservators as requested

1. Participate in periodic discussions with scientists and conservators.

2. Discuss tannage recipes at the request of Government/Scientist/Conservators.

IV. Reporting:

Within five working days at the end of each month, the contractor shall prepare and submit the following to the NLM Senior Conservator:

Invoice

Monthly Written Reports

- Process to create samples

- Number of samples created

V. Deliverables:

Leather hide documentation including photographs Tannage documentation Leather 72 samples (5 sets of samples at 18 points)

VI. Period of Performance:

Base IDIQ Award: 09/29/2021-09/26/2026

Instructions/Requirements for Leather Test Sample Collection

Appendix A

How to collect samples:

1.) Wear a surgical mask and a pair of fresh, sterile nitrile gloves. Ensure that any arm skin is also covered, either by long sleeved clothing or a coat.

2.) Items to prepare before collection:

a. Collect a new, petri dish for each individual sample. Affix the correct pre‐made freezer label to the petri dish. Make sure the freezer label is connected to information in excel sheet.

b. Clean any equipment needed (e.g. pliers) using 5% bleach for 5 minutes and then wipe with ethanol or isopropanol (>80% or greater)

c. If using your hand to hold skins, make sure a fresh, clean pair of nitrile gloves is used.

3.) Open the petri dishes without places fingers on the inside, set the top lid somewhere clean with the top down.

4.) Hold the skin with one hand and cut/slice off an approximately 3” by 3” piece (does not need to be square or a specific shape, just trim a small piece that’s easy to obtain!) with a disposable scalpel

5.) Avoid touching the sample to anything that is not a gloved hand.

6.) Seal the petri dish with black electrical tape (i.e. so that the lid stays affixed to the bottom) and place the petri dish into a plastic bag. Tape the plastic bag shut.

7.) Record all the pertinent information about the sample, both on the sample bag and on an excel document electronically.

8.) Decontaminant all equipment with bleach and ethanol before collecting the next sample; also replace nitrile gloves before the next sample is collected.

Storage of the samples:

1.) Sample should immediately be put in a freezer that is at least ‐4°F (‐20°C). If that cannot be achieved, a refrigerator (~39°F/4°C) or cooler with ice will suffice for up to 24 hours. For >24‐ hour storage, the samples need to be put into a ‐4°F freezer and can stay there for up to six months.

2.) Transport of samples – 2 options

a. Ship overnight with dry ice

b. Penn State and Pergamena will coordinate in‐person transfer of the samples

How to collect samples:

1.) Wear a surgical mask and a pair of fresh, sterile nitrile gloves. Ensure that any arm skin is also covered, either by long sleeved clothing or a coat.

2.) Items to prepare before collection:

a. Collect a new, petri dish for each individual sample. Affix the correct pre-made freezer label to the petri dish. Make sure the freezer label is connected to information in excel sheet.

b. Clean any equipment needed (e.g. pliers) using 5% bleach for 5 minutes and then wipe with ethanol or isopropanol (>80% or greater)

c. If using your hand to hold skins, make sure a fresh, clean pair of nitrile gloves is used.

3.) Open the petri dishes without places fingers on the inside, set the top lid somewhere clean with the top down.

4.) Hold the skin with one hand and cut/slice off an approximately 3” by 3” piece (does not need to be square or a specific shape, just trim a small piece that’s easy to obtain!) with a disposable scalpel

5.) Avoid touching the sample to anything that is not a gloved hand.

6.) Seal the petri dish with black electrical tape (i.e. so that the lid stays affixed to the bottom) and place the petri dish into a plastic bag. Tape the plastic bag shut.

7.) Record all the pertinent information about the sample, both on the sample bag and on an excel document electronically.

8.) Decontaminant all equipment with bleach and ethanol before collecting the next sample; also replace nitrile gloves before the next sample is collected.

Storage of the samples:

1.) Sample should immediately be put in a freezer that is at least -4°F (-20°C). If that cannot be achieved, a refrigerator (~39°F/4°C) or cooler with ice will suffice for up to 24 hours. For >24-hour storage, the samples need to be put into a -4°F freezer and can stay there for up to six months.

2.) Transport of samples – 2 options

a. Ship overnight with dry ice

b. Penn State and Pergamena will coordinate in-person transfer of the samples

Instructions/Requirements for Leather Test Sample Collection Appendix A