**National Library of Medicine**

**Preservation and Collection Management Section**

**OFFSITE COLD / COOL STORAGE FOR FILM AND MAGNETIC TAPE**

PO \# 467-MZ-302002

Awarded September 5, 2003

S:\\psd\\pres\\contracts\\OffsiteStorFilmMagTapePO.doc

**I. [INTRODUCTION / BACKGROUND AND GENERAL INFORMATION]{.underline}**

The National Library of Medicine's 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 which 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 motion picture films 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 motion pictures (by
"archival" is here meant the lowest generation original copies of motion
picture reels purchased by or donated to NLM) and reels of camera master
35mm silver gelatin high contrast, continuous tone and color microfilm.

The Library's long term preservation goals are essentially 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
microfilm 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 motion picture film, and especially for any color film,
because it significantly reduces the rate at which the color dyes fade.

Additional objectives include the availability of transportation to and
from the Library and storage facility in temperature and humidity
controlled vehicles on an as-needed basis; careful packing, unpacking
and handling of NLM materials at all times; annual independent air
quality testing; the implementation of a disaster prevention and
detection plan for the vaults and establishment of a routine program of
safety inspections and equipment maintenance and repair for the vault
fire alarm and heating, ventilating and air conditioning (HVAC) systems;
on site security and insurance coverage; provision of shelving and
furnishings for motion picture film and microfilm; detailed periodic
reports of vault temperature and RH conditions; and accurate inventory
and record keeping.

**II. SERVICES TO BE PERFORMED**

**[A. General Requirements]{.underline}**

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 film, camera master 35mm silver
gelatin high contrast, continuous tone and color 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
Project Officer or Alternate Project Officer, whose roles are defined
elsewhere in this contract.

**[B. Specific Requirements]{.underline}**

1\. **[Cold Storage Vault]{.underline}**

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 shelving in or subsequent to removing film from the vault. The door
between the main vault and the anteroom shall be insulated to minimize
the transfer of heat or refrigerated air between the two areas.

2\. **[Cold Vault Storage Environment: Temperature & Relative
Humidity]{.underline}**

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: 25% 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.

3\. **[Cool Storage Vault]{.underline}**

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 camera
master 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.

4\. **[Cool Storage Vault Environment: Temperature and Relative
Humidity]{.underline}**

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 (RF) 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.

5\. **[Air Quality and Air Pressure]{.underline}**

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
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[^1]:

**Contaminant** **Allowable parts per billion (ppb) Maximum limit**

Particulate matter: 75 µg/m³

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

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

Ozone: 1.0-12.8 ppb 2-25 µg/m³

Formaldehyde: 4.0 ppb

Acetic Acid: 4.0 ppb

On an annual basis, the contractor shall arrange to have an independent
party 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 the supply
air 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). The subcontractor and air quality
test methods used shall be approved in advance by the Library. Written
air quality test results shall be submitted in duplicate to the Project
Officer.

Upon NLM's request, the contractor shall also arrange to have an
independent party test for the level of acetic acid present in both
vaults as directed by the Library. Both the subcontractor and 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 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. NUS staff servicing the vaults shall be
instructed to report the presence of mold to the on-site project
manager, who shall inform the 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.

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

6\. **[Lighting]{.underline}**

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 NFPA 101, *Life Safety Code*,
shall be used in the vaults and anteroom. (See also II.B.9, "Electrical
Power.")

7\. **[Documentation of Vault Conditions]{.underline}**

> a\. **Hygrothermograph type and placement within the vaults.** The
> contractor shall monitor temperature and relative humidity (RH)
> conditions in the NLM vaults and anteroom using properly sensitized
> human hair bundle hygrothermo-graphs that are factory-calibrated on an
> ongoing basis according to the manufacturer's recommended
> specifications and maintenance schedule. There shall be two
> hygrothermographs in each vault, and one in the anteroom. The
> hygrothermographs shall be positioned as follows to best monitor
> actual storage conditions within the vaults: (1) cold vault, on an
> empty shelf on the midmost shelf central to the stored collection,
> away from the vault entrance and the outer walls; (2) cold vault, on
> the midmost shelf of an empty storage unit along the rear outer wall
> of the vault away from the vault entrance; (3) anteroom, on an empty
> shelf away from the vault entrance and outer walls; (4) cool vault,
> atop a microfilm cabinet central to the stored collection away from
> the vault entrance and outer walls; and (5) cool vault, atop an
> eleven-drawer microfilm storage located along the rear outer wall
> toward the corner furthest away from the vault entrance. To avoid
> possible maladjustment or accidental damage, hygrothermographs shall
> be positioned to facilitate unhindered use and maintenance.
>
> b\. **Hygrothermograph calibration, cross-calibration, operation and
> maintenance.** The contractor shall provide the Library with
> verification of the date of the most recent factory calibration of the
> hygrothermographs and due date of the next calibration. The contractor
> shall determine that the pens are depositing a sufficiently dark line
> of ink on the data recording charts, replace pens as needed, and make
> certain that the hygrothermograph drums are engaged in their drive
> mechanisms each time the charts are changed.
>
> The contractor shall cross-calibrate the hygrothermographs on a
> monthly basis using a factory-calibrated temperature/humidity
> recording instrument that meets with NLM's approval and adjust the
> hygrothermograph recording arms as required to guarantee optimal
> accuracy. The contractor shall provide the Library with verification
> of the date of the most recent factory calibration of the recording
> instrument. Adjustments to the recording arms shall be indicated on
> the charts along with the date, time, and initials of the person
> making the adjustment.
>
> c\. **Reporting vault conditions.** Original hygrothermograph charts
> and one set of copies shall be submitted as part of each monthly
> report. An additional set of copies shall be retained by the
> contractor for reference purposes when discussing vault conditions
> with NLM.
>
> The contractor shall conduct a weekly review of the previous week's
> hygrothermo-graph charts. 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 SOW (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:

Walter Cybulski 301-496-2690 (Project Officer)

Karen Sinkule 301-435-7117 (Alternate Project Officer)

Vic Clunet 301-402-1345 (Alternate Project Officer)

> The contractor shall also fax (301-435-2922), within 24 hours of
> occurrence, a detailed report regarding the reason for the
> fluctuation(s), actions taken, and confirmation that temperature and
> humidity conditions were stabilized within a four hour period.
>
> All non-standard occurrences and/or problems recorded on the vault and
> anteroom hygrothermographs shall be annotated on the hygrothermograph
> charts and fully explained on the monthly reports. Explanation shall
> include the contractor's determination of the cause of the anomaly and
> the action taken to correct it. See Section II.B.5 for additional
> requirements for reporting air quality in the vaults.

8\. **[Disaster Prevention, Detection and Emergency
Procedures]{.underline}**

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 NFPA
> 10, *Life Safety Code*. On at least 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 report to the Project Officer or Alternate
> Project Officers as soon as possible during regular Library business
> hours the exact time, location and magnitude of any occurrence of
> condensation within NLM's vaults and anteroom, of accidental discharge
> of the sprinkler system, or of flooding within the NLM vaults and
> anteroom or elsewhere in the contractor's facility where standing
> water or moisture might adversely affect humidity conditions within
> the NLM vaults. For procedures regarding actions to take in the event
> of a water disaster, see Section II.B.8.c and II.B.8.d, below.
>
> The contractor shall additionally provide the Library with a full and
> complete written 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.

b\. **Fire**

> 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 must be U.L.
> approved and in compliance with NFPA 72, *National Fire Alarm Code*.
> All vent openings shall be equipped with Class "A" three hour fire
> rated smoke dampers, and the entrances to the vaults shall be by way
> of Class "A" three hour (minimum) fire rated steel doors meeting NFPA
> 80, *Standard for Fire Doors and Windows*.
>
> A pre-action (dry-pipe) sprinkler system that meets NFPA 13, *Standard
> for the Installation of Sprinkler Systems*, and is pre-approved by NLM
> shall be in place in the vaults and the anteroom. The contractor shall
> be in compliance with the latest available published editions of the
> NFPA material referenced in the SOW.
>
> The contractor shall locate, mount and maintain portable fire
> extinguishers meeting NFPA 10, *standard for Portable Fire
> Extinguishers*, in the vaults and anteroom. As noted below in Section
> II.B.8.E, the sprinkler system shall be inspected in compliance with
> 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 Project
> Officer or First or Second Alternate Project Officers 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 in
> Section II.B.8.c (below).
>
> The contractor shall additionally provide the Library with a full and
> complete written description 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.

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 one of the following, listed in
> priority order:

HOME WORK

Walter Cybulski 301-570-3363 301-496-2690

Karen Sinkule 301-986-4740 301-435-7117

Vic Clunet 301-625-2954 301-402-1345

Margaret Byrnes 301-493-8346 301-435-7110

Mary Kate Dugan 202-686-1277 (before 9 pm) 301-435-7113

202-362-6435 (after 9 pm)

> The above numbers are listed solely for the specified purpose and are
> not to be made available outside of this contract.
>
> 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 SOW (see Section II.B, 2.a, 2.b, 4.a and 4.b) within
> a 4 hour period, the contractor shall notify one of the following
> (listed in priority order) during normal Library business hours:

Walter Cybulski 301-496-2690 (Project Officer)

Karen Sinkule 301-435-7117 (Alternate Project Officer)

Vic Clunet 301-402-1345 (Alternate Project Officer).

> The contractor shall also fax (301-435-2922), within 24 hours of
> occurrence, a detailed report regarding the water emergency, actions
> taken, and confirmation that temperature and humidity conditions were
> stabilized within a four hour period.
>
> The contractor shall take the following steps in the event of a water
> emergency that results in NLM materials getting wet:
>
> i\. Stop water from coming into areas where NLM material is stored.
> Once the problem has been corrected and an electrician has determined
> that there is no electrical /water hazard, use one or more portable
> dehumidifiers and large portable fans as needed to circulate and dry
> the air inside the vault, working to bring humidity and temperature
> conditions back to the levels specified in this SOW (see II.B.2a,
> II.B.2b, II.B.4a and II.B.4b above).
>
> ii\. When it has been determined that the vault can be safely entered
> and worked in, protect the remaining dry cabinets or drawers
> containing boxes of microfilm reels, cans of motion picture film or
> other stored materials by covering them with inert heavy (5 mil)
> plastic sheeting. The sheeting shall be placed over the dry cabinets,
> drawers, loose boxes or cans or other cartons or containers and sealed
> with heavy duty packing tape 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 water damage danger to the materials.
>
> iii\. In the event that the water problem is not likely to be
> immediately 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.
>
> iii\. Inventory all NLM reels of film 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.

d\. **Recovery Procedures**

> i\. **Drying wet microfilm and motion picture reels.** All wet
> microfilm reels and motion picture reels shall be dried within 48
> hours by experienced film technicians at a film processing laboratory
> of NLM's choice. NLM will provide the contractor with the names,
> addresses and phone numbers of film processing facilities deemed
> suitable for the salvage of NLM's materials. Because of the
> sensitivity of color dyes, priority shall be given to color film. In
> the event that any wet NLM film cannot be dried within 48 hours, the
> contractor shall immediately contact, in the order listed,
> [one]{.underline} of the NLM personnel listed at the beginning of
> II.B.8.c.
>
> ii\. **Procedures for the Salvage of Wet Containers - Microfilm.**
> Wearing plastic gloves at all times, carefully remove microfilm reels
> from any boxes that have gotten entirely or partially wet. **Do not
> unspool the film from the reel.** If **NO** water has come into
> contact with wet microfilm, wipe any moisture from the plastic spool
> with a clean lint-free cloth, secure the film on the spool with an
> acid-free string tie, and place the film 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 NUS numbers involved, NLM will provide the contractor with new
> labels.
>
> **Procedures for the Salvage of Wet Containers - Motion Picture
> Film.** If **NO** water has come into contact with motion picture
> films, 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.
>
> **Under no circumstances is any surface of any wet NLM film to be
> wiped dry.**
>
> Return the microfilm or motion picture film in dry containers to the
> NLM microfilm vault as soon as temperature and relative humidity have
> been restored to the levels specified in the SOW (see II.B.2a,
> II.B.2b, II.B.4a and II.B.4b, above). If necessary, and only with
> NLM's prior authorization, move the film to a temporary location in
> the contractor's facility that provides environmental storage
> conditions the Library deems acceptable.
>
> iii\. **Procedures for the Salvage of Wet Film - Microfilm.** 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 attempt to unspool or wipe off any of the wet microfilm.**
> Completely submerge the reel of film in a lidded, dark container and
> cover completely with cool (below 65°F at all times), clean water.
> Remove the wet boxes from the vault and discard them. **Do not let wet
> microfilm air-dry.**
>
> **Procedures for the Salvage of Wet Film - Motion Picture Film.** If
> water has gotten inside a motion picture film can, immediately fill
> the can with clean, cool (below 65°F) 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.**
>
> **Containers** used for the immersion and transport of wet film 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. Heavy duty wheeled plastic
> garbage cans with screw-lock lids are recommended to facilitate
> transport. 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
> feasible to move them without risk of breakage, collapse, spillage 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 film processing agency for drying. A copy of the
> microfilm storage number list or list of motion picture film numbers
> matching the contents of the container shall be secured to the
> container using heavy duty packing tape.

e\. **Malfunctioning of HVAC Equipment**

> 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 to 35%

· RH in vault drops to 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 to 37 degrees Fahrenheit

· temperature in vault drops to 33 degrees Fahrenheit

· RH in vault rises to 30%

· RH in vault drops to 20%.

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

· temperature in anteroom rises 60 degrees Fahrenheit

· temperature in anteroom drops to 50 degrees Fahrenheit

· RH in anteroom rises to 45%

· RH in anteroom drops to 35%.

> The alarm systems for both vaults and anteroom shall be linked to the
> contractor facility's central alarm panel that is monitored by
> contractor staff 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 Sections II.B.2a,
> II.B.2b, II.B.4a and II.B.4b, the contractor shall notify the Project
> Officer or Alternate Project Officers as soon as possible during
> normal Library business hours. The Library shall determine if
> arrangements need to be made to provide NLM's materials with alternate
> storage space within the contractor's facility with environmental
> storage conditions that the Library deems acceptable. See also
> II.B.10, below.

f\. **Safety Inspection**

> On a semi-annual basis, the contractor shall conduct safety
> inspections of the NLM vaults. Inspections shall include tests of
> smoke and water detection alarms and determination 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 include in each monthly
> report the results of inspections and tests conducted within the
> preceding 30 days and a description of any actions taken to correct
> conditions deemed by the contractor to be potentially hazardous to
> NLM's stored materials.

9\. **[Electrical Power]{.underline}**

> The contractor shall provide an emergency power system capable of
> maintaining the vault and anteroom conditions itemized above in
> Sections II.B.2a, II.B.2b, II.B.4a and II.B.4b 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 in both vaults and in the anteroom.

10\. **[Equipment Maintenance, Repair and Replacement]{.underline}**

> 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, HVAC alarms, air filtration systems, water detection
> alarm systems, sprinkler systems and smoke and unauthorized intrusion
> detection. Maintenance shall be performed in accordance with, and no
> less frequently than, the specifications and intervals recommended by
> the equipment manufacturers. Unless parts must be ordered, repairs
> shall be done immediately upon the identification of any equipment
> malfunction or problem. The contractor shall provide the Library with
> complete documentation of all equipment repair and maintenance. See
> also II.B.8.c, above.

11\. **[Security]{.underline}**

> The contractor shall provide on-site security services for all NLM
> contracted space on a 24 hour per day, 7 days per week basis. U.L.
> 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 must be approved in advance by the
> Library. Authorized NLM personnel are:

Walter Cybulski Project Officer

Karen Sinkule First Alternate Project Officer

Vic Clunet Second Alternate Project Officer

12\. **[Transportation, Packing, Handling, Mailing and Overnight
Shipping]{.underline}**

> The contractor shall be responsible for delivering stored reel(s) of
> motion picture film and/or microfilm requested by NLM to the Library
> in their original packaging within 2 days of NLM's submission of the
> request, and for picking up shipments of motion picture and/or
> microfilm and/or additional materials to be stored in the vaults
> within 4 days of NLM's notification of the availability of the
> shipment. The contractor shall notify the Project Officer or First or
> Second Project Officer immediately in the event of any projected or
> unanticipated delays in film pickup or delivery schedules.
>
> **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 3, 50,
> 100 and up to 450 cubic feet are required. The 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 motion picture film
> and microfilm 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 film 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 the
> contractor's 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 film is in transit.
>
> **Film 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 cardboard boxes (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 cardboard boxes
> (maximum 10 reels per box) or in contractor-supplied secure
> unbreakable rigid inert plastic cooler chests. Loose cans shall be
> wrapped in bubble wrap and secured with packing tape. 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 outgoing NLM material will 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. Packed and inventoried shipments will be delivered
> by NLM staff to the Library's loading dock, Building 38, North
> entrance, 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 North loading dock,
> Building 38, National Library of Medicine, 8600 Rockville Pike,
> Bethesda, MD 20894.
>
> **Film recalled 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 in the original numbered and labeled
> packaging provided by NLM (or repackaged and relabeled as the result
> of water or fire damage to the original packaging) shall be placed in
> shipping cartons (maximum 50 reels per box) provided by the
> contractor. Motion picture reels in the original labeled ventilated
> metal cans provided by NLM (or relabeled replacements resulting from
> water or fire damage to the original cans) shall be kept flat at all
> times and placed in secure unbreakable rigid inert plastic
> contractor-supplied cooler chests. Small quantities of loose reels or
> individual film cans shall be wrapped in bubble wrap and secured with
> packing tape. 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.

**Shipping containers:**

· shall secure all films but shall not be packed too tightly

· shall be maintained in an upright orientation at all times

· shall be moved in a safe and careful manner at all times

> · shall not be left in uncontrolled environments before, during or
> after transport
>
> · shall be carefully packed and unpacked and individual reel cans and
> boxes handled carefully during any sorting or shelving operation.
>
> All 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. Delivery shall be made to the North loading
> dock, Building 38, National Library of Medicine, 8600 Rockville Pike,
> Bethesda, MD 20894. Delivery of recalled items during normal
> Government working hours (8:30 a.m. to 5:00 p.m., Monday through
> Friday) shall be made to the Preservation and Collection Management
> Section, Building 38, Room B1-E21 by way of the North loading dock
> entrance. Deliveries after normal Government working hours are to be
> made to the Building 38 Security Office, Building 38, North entrance,
> adjacent to the loading dock. NLM staff will inform NIH Security of
> the date, approximate arrival time, and provide them with a listing of
> the contents of the incoming shipment.
>
> **Handling.** The contractor shall handle NLM's microfilm and motion
> picture film with care at all times during onloading, transport,
> offloading, packing, unpacking, sorting, shelving and retrieval
> operations carried out by contractor staff. 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 shall be filed as soon as possible upon delivery to the
> contractor's facility in storage number order. Numbers that are
> duplicated or missing from a sequence of delivered film shall be
> reported by fax to the Project Officer (301-496-2864) 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 film shall be organized in numerical order, in a manner
> that facilitates easy access, retrieval and replacement, in stacks no
> higher than eight (8) cans and limited to 48 cans per shelf. 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]{.underline}**

> The contractor shall be responsible for cleaning the NLM vault on an
> annual basis or more frequently as requested by the Library. 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]{.underline}**

> The motion picture vault shall have sufficient shelving to house up to
> 3,000 cubic feet of NLM movie film. Shelving shall meet with the
> Library's approval and be adjustable and capable of accommodating film
> cans and cartons of varying sizes. The shelving shall be sufficiently
> sturdy to support the weight of the film and shall not exceed 7 feet
> in height. It shall be made of noncombustible and noncorrosive
> materials that will have no harmful effects on silver photographic
> film.
>
> The microfilm vault shall have sufficient room to accommodate a
> sufficient number of microfilm storage cabinets and drawers to hold
> over 40,000 reels of boxed microfilm, as well as additional microfilm
> drawers as needed to store future shipments of film. The Library will
> purchase microfilm storage cabinets as needed and have them shipped to
> the contractor's facility. The contractor shall carefully unpack and
> place the cabinets and install them in the Cool Vault, billing the
> Library at the hourly labor rate for the installation work. The
> contractor shall replace any microfilm cabinets that are damaged by
> the contractor's staff from the time the cabinets arrive at the
> contractor's facility until the cabinets are installed and fully
> functional.
>
> Upon the Library's request, the contractor shall provide price and
> availability information for additional shelving (e.g. for the storage
> of magnetic tape cassettes), and subsequently purchase and install
> shelving that meets with the Library's approval, billing the Library
> separately for the shelving (including freight costs to ship the
> shelving to the contractor's facility) and installation work.
>
> 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 on the drawers shall be
> durable and guaranteed by the manufacturer to be incapable of
> producing any harmful effects on silver-gelatin microfilm. Upon
> request, the contractor shall provide the Library with a copy of the
> shelving manufacturer's product description and specifications.

16\. **[Inventories and Reports]{.underline}**

**a. Inventories**

> The contractor shall keep separate inventories of: all NLM microfilm
> in the cool vault; all NLM motion picture film in the cold vault; and
> all additional NLM materials stored in either vault. Inventories of
> films shall be arranged by film storage number and shelf location.
> Inventories of other NLM materials shall be arranged by item
> identification number and shelf location. The contractor shall update
> each inventory upon receipt of additional material and promptly
> provide a copy of the entire updated inventory of that material to the
> Library. The contractor shall make additional copies of any
> inventories available to the Library upon request.

**b. Monthly Reports to the Project Officer**

> By the 5th day of the month, the contractor shall prepare and submit
> to the Project Officer a written monthly report. The report shall be
> submitted within five (5) calendar days of each thirty (30) day
> reporting period to:

Walter Cybulski

Preservation & Collection Management Section

Building 38, Room B1-E21

8600 Rockville Pike

Bethesda, MD 20894

Monthly reports submitted to the Project Officer shall include the
following:

> i.) one set of originals and one set of copies of labeled and
> annotated hygrothermograph charts documenting temperature and RH
> levels in the motion picture storage vault/anteroom complex and the
> microfilm storage vault listing 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's
> recording arms as a result of cross-calibration (see also II.B.7).
>
> 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.) separate listings of the total number of cans of motion picture
> film received, the total number of reel of microfilm received, and the
> total number of other items received (specified by category) during
> the reporting period;
>
> v.) separate listings of the total number of cans of motion picture
> film and reels of microfilm returned to the Library, as well as those
> not yet returned by the Library to NUS, during the reporting period;
>
> vi.) separate listings of the total number of cans of motion picture
> film, reels of microfilm and other NLM materials in storage, together
> with accounts of duplicated numbers, gaps or other discrepancies in
> storage numbering sequences, and updates of the amount of unused
> storage space currently available (expressed in drawers);
>
> vii.) count of the number of new microfilm storage drawers purchased
> at the express direction of the Library and installed during the
> reporting period;
>
> viii.) confirmation 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.

**b. Monthly Reports to the Contracting Specialist**

> By the 5th day of the month, the contractor shall prepare and submit
> to the Contracting Specialist a written monthly report. The report
> shall consist of items 2 through 8 of Section 16.a, above, and be
> submitted within five (5) calendar days of each thirty (30) day
> reporting period to:

Kala Shankar

Contracting Specialist

National Library of Medicine

Office of Acquisitions Management

Building 38A, Room B1N17

8600 Rockville Pike

Bethesda, MD 20894

**c. Annual Reports**

> The contractor shall prepare and submit to the Contracting Officer and
> Project Officer (mailing addresses listed above) copies of an annual
> report in [draft]{.underline} form 15 (fifteen) workdays prior to the
> delivery date for the final version of the annual report. The Project
> Officer shall review the draft report and provide the Contracting
> Officer with comments within 5 (five) workdays after receipt. The
> annual report shall be corrected by the contractor, if necessary, and
> the final version delivered in accordance with the "Deliveries"
> section of the contract. Annual reports shall include, but not be
> limited to, the following:
>
> i\. cumulative totals for all items reflected in the most recently
> completed contract period's monthly reports,
>
> ii\. cumulative totals for all items reflected in the entire contract
> to date, and
>
> iii\. any recommendations concerning methods to improve contract tasks
> (e.g. shipping or reporting procedures).

**d. Final Report**

> The contractor shall prepare and submit to the Contracting Officer and
> Project Officer copies of the final report in [draft]{.underline} form
> 15 (fifteen) days prior to the delivery date for the final version of
> the annual report. The 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 reflected in the most recently
> completed contract period's monthly reports,
>
> ii\. cumulative totals for all items reflected in the monthly and
> annual reports for the entire contract, and
>
> iii\. any recommendations concerning methods to improve contract tasks
> (e.g. shipping or reporting procedures).

17. **[Standards of Performance]{.underline}**

> The contractor shall meet all terms specified in the Statement of
> Work. Particular attention must be paid to the following requirements:
>
> a\. Maintaining the specified ranges of temperature and humidity in
> both vaults and the anteroom.
>
> b\. Maintaining the specified air quality conditions (filtration of
> particulate matter and pollutants) in both vaults and the anteroom.
>
> c\. Maintaining the specified ranges of temperature and humidity in
> the cargo areas of the contractor's vehicles at all times when NLM
> materials are being loaded on or off, and when in transit.
>
> d\. Handling and shipping film containers carefully at all times to
> minimize the possibility of loss or damage.
>
> e\. Meeting all schedules for equipment maintenance and periodic
> testing of detection systems and air quality.
>
> f\. Meeting all schedules for pickup and delivery.
>
> g\. Meeting all schedules for written reports.
>
> h\. Reacting and responding quickly, and in accordance with NLM's
> instructions, in the event of a water- or fire-based or other disaster
> in the contractor's facility involving, or potentially involving, the
> Library's stored materials.

[^1]: Particulate matter limit taken from *Preservation of Historical
    Records* (Washington, DC: National Academy Press, 1986), Table 3-3.
    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.