Statement_of_Work_1.pdf

STATEMENT OF WORK

1. Title: Offsite Archival Collections Storage

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 archives and manuscripts records collection ranging in date from the 17th century to the present. The collection consists of more than 20,000 linear feet of modern manuscripts.

3. Objectives:

The focus of this procurement is to secure offsite storage facilities and collection access services for the 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:

NLM will contract with an established archival or library storage facility to provide proper physical and environmental storage facilities consisting of no less than 10,000 cubic feet of boxed archival records collections. Boxes are of a wide-variety of shape and size, but generally consist of 1.25 cubic foot archival storage boxes and 0.42 cubic foot Hollinger manuscript boxes. 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.

5. Vendor requirements:

NLM will contract with an established archival or library storage facility to 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 Fahrenheit ( 5 variance) and relative humidity 40% RH ( 5% variance) in a 24 hour period Monthly environmental conditions report unlimited access to loading dock during working hours, in close proximity to storage area Facility location within federal government’s geographic local travel area is preferred

HMD staff and vendor 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 vendor will supply:

1. A monthly environmental controls readout report consisting of at least temperature and relative humidity levels to show conformance with the requirements defined in Item 5

2. A monthly invoice based on the number of cubic feet occupied for the month billed.

7. Inspection and Acceptance Requirements:

The project officer will consult with the vendor during all phases of the activities, reviewing plans prior to implementation and making recommendations as needed to ensure conformation to NLM specifications. On occasion, the vendor will meet face-to-face with the project officer to provide status reports.

8. Period of Performance

The period of performance for these services shall be a base year with three consecutive option years.