SOW Repair to library collections 2022 to 2023.docx

Statement of Work:

Repair to Library Collections History of Medicine Division Rare Books & Early Manuscripts Section

1.0 Introduction

1.1 Objective

The objective of this procurement is to obtain the services of a rare book conservator for the National Library of Medicine.

1.2 Background

The National Library of Medicine (NLM), one of the three national libraries in the United States. NLM has 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 NLM comprehensively collects materials in biomedical subjects and provides researchers with sources both rare in availability and exhaustive in scope.

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 21st 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.

NLM requires the services of an experienced rare book conservator specializing in rare book and manuscript repair. The work quantity and schedule are expected to vary.

Working under the supervision of the Senior Conservator the rare book conservator shall:

· repair a variety of valuable and unique bound and flat paper collections which include, but are not limited to books, pamphlets, broadsides, and manuscripts.

· design and construct protective enclosures using appropriate material and structures.

· write accurate condition and treatment reports including digital photo documentation for bound and flat paper objects using an inhouse, online database. (Contractor must know how to search online databases for bibliographic information).

· participate in staff training and demonstration sessions for NLM staff and visitors, if required.

· provide photography services for specific projects and digital initiatives.

· perform preservation assessments of collections including surveys.

· carry out regular maintenance of the collection, such as cleaning shelves and objects and applying NLM property stamp and bookplate to volumes.

· identify lab supplies and tools needed and assisting with order preparation.

· participate in research with the senior conservator.

· assist the senior conservator with staff training in disaster salvage, recovery and mold remediation of collections as needed.

· assist with packing objects for shipment offsite for exhibition or digital scanning and inspecting the objects after their return to NLM.

2.0 Requirements

2.1 Tasks to be performed

The rare book conservator repairs a variety of valuable and unique bound and selected paper materials in preparation for digital scanning. Treatments include, but are not limited to cleaning, removal of adhesives, stain reduction, mending tears and voids, repairing damaged book covers, spines and text blocks. As part of the digital workflow for oversized items, the vendor shall provide digital photography services. Specialized knowledge in the safe use and storage of hazardous chemicals is required.

The rare book conservator also does the following:

· submits condition and treatment reports using the NLM online conservation database

· recommends specific conservation supplies

· participates in book and paper-training sessions with other staff

· assists in the salvage and recovery of affected collections after an emergency

Work schedule will be determined by the COR in consultation with the vendor.

2.2 Mandatory Criteria

· Offeror must hold a masters or bachelors degree and have at least 10 years experience in book and manuscript repair. Offeror must provide a list of training received from a qualified conservator, apprenticeship, or conservation training program as verified by examples of book treatments and enclosures in their portfolio to be discussed during the onsite or virtual interview.

· Offeror must provide a list of recent continuing education classes attended. Offeror shall demonstrate an ongoing interest in new conservation techniques, materials, and theory, as evidenced by professional activities, publications, and continuing education.

· Offeror must be fully trained in disaster salvage, response, and recovery. Offeror must demonstrate knowledge of mold identification and remediation and the use of personal protective equipment.

· Offeror must demonstrate subject knowledge and experience using a variety of complex conservation treatments including but not limited to solvents treatments, stain reduction, adhesive removal, loss compensation, mending tears and voids, and flattening of paper collections. Offeror must have experience doing rebacks, board and case repairs to leather, cloth and paper bound items, experience creating storage enclosures in a variety of formats. Offeror must be willing to work independently under tight deadlines making sound decisions concerning conservation treatments, have good written and oral communication skills, and work well with others in a collegial atmosphere.

· Offeror shall submit a detailed resume describing their training, academic background, bench experience, availability and personal references including one reference from a conservator is required. They shall also submit a narrative describing the techniques, materials, principles, practices, and ethics that the proposer would employ to accomplish the goals of this contract. A site visit or virtual interview will be planned to review a portfolio of the proposer’s current work completed within the past year. The portfolio should include examples of protective enclosures, completed repairs to bound books and paper manuscripts.

· Offeror must have insurance applicable to conservation and liability coverage equivalent to industry standards. Submitted evidence of insurance to COR is required upon request.

2.4 Period of Performance

The period of performance will be one year starting at the time of award.

2.5 Place of Performance

National Library of Medicine, 8600 Rockville Pike, Bethesda MD, 20894. Offsite work must be approved ahead of time by the COR.

2.6 Project Management

The vendor’s work shall be assigned, reviewed, and approved by the COR or assigned alternate(s). The COR will consult with the vendor during all phases of activities, reviewing plans prior to implementation, reviewing work for accuracy, and making recommendations as needed to ensure conformation to NLM specifications and timely completion of work. If any repairs or enclosures are not done correctly, the COR will make suggestions for correcting the mistake on the contractor’s own time.

The vendor shall complete the online mandatory Security Awareness and Secure Remote Computing courses available at http://irtsectraining.nih.gov before work begins.

When working onsite at NLM, the vendor shall always wear an NIH identification badge.

The vendor shall submit itemized monthly invoices for payment using electronic invoice submission via email at invoicing@nih.gov.

It is the responsibility of the vendor to report non-receipt of payment to Office of Financial Management. The phone number for payment inquiries is 301-496-6088. The vendor shall keep the COR informed about all invoicing problems.

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