National Library of Medicine

Preservation and Collection Management Section

AUDIOVISUAL DUPLICATION SERVICES

STATEMENT OF WORK

> Final version for award, 9/30/02
>
> Purchase orders 467-MZ-202421, 467-MZ-202422, 467-FZ-202423
>
> s:\\psd\\pres\\contracts\\AV duplication sow.doc

**Audiovisual Duplication Services**

**Statement of Work**

**Table of Contents**

> I. Film-to-tape duplication................................... 2
>
> A. Inspection and condition reports\.............. 2
>
> B. Repair and treatment........................... 3
>
> C. Cleaning.......................................... 4
>
> D. Final inspection..............................\... 5
>
> II\. Film-to-film duplication................................... 5
>
> A. Inspection and condition reports .............. 5
>
> B. Repair and treatment........................... 5
>
> C. Cleaning.......................................... 5

III\. Tape-to-tape duplication.................................. 5

A. Minor repairs........................\............ 5

> B. Initial inspection................................ 5
>
> C. Condition reports............................... 6
>
> D. Final inspection..............................\... 6
>
> IV\. Transfer procedures....................................... 7
>
> A. NLM duplication protocols.................... 7
>
> B. Overall objectives of transfer................\... 7
>
> C. Preventing damage\..................\.............. 7
>
> D. Transfer process................................. 7
>
> E. Tape stock ........................................ 8
>
> F. Color bars and audio tones........ ............. 8
>
> G. Identification slates.............................. 8
>
> H. Winding/rewinding.............................. 9
>
> I. Boxes............................................... 9
>
> J. Labeling............................................ 9
>
> V. Quality control.............................................. 11
>
> A. QC for newly produced tape copies.......... 11
>
> B. QC for newly produced film copies.......... 12
>
> C. Final condition check for source material... 12
>
> VI\. Shipments, cost estimates and deadlines................ 12
>
> VII\. Safe handling during transport...............\............. 13
>
> VIII\. Safe handling at contractor\'s facility.................... 13
>
> IX\. Contractor\'s liability........................................
> 14
>
> X. Invoices...................................................... 15
>
> XI\. Standards of performance.................................. 15
>
> ..
>
> Appendix A. Standards and recommended practices......\... 17
>
> Appendix B. Sample shipping list........................\....... 18

**Audiovisual Duplication Services**

**Statement of Work**

The National Library of Medicine is a federal agency that is part of the
National Institutes of Health and is located in Bethesda, MD. NLM\'s
audiovisual collection includes instructional films, health
documentaries, commercial films with medical themes, public service
announcements, histories of medicine, and documentary footage of medical
procedures and research. Initially, materials from the Historical
Audiovisual Collection (a growing collection of pre-1970 productions
currently numbering over 12,000 items) will be duplicated. In future,
NLM anticipates duplicating older material from the General Collection
(post-1970 productions currently numbering over 67,000). The physical
condition of most originals is good; however, there are likely to be
some items in fair to poor condition.

This statement of work covers audiovisual duplicates made for National
Library of Medicine; it does not apply to duplicates of NLM material
requested and paid for by individual patrons. For preservation purposes,
NLM duplicates audiovisuals that are on obsolete formats, require cool
or cold storage to extend their lifespan, or are in fragile condition.
NLM has clear title to the materials being duplicated. NLM does not copy
titles that are available for purchase commercially. All newly produced
copies are the property of NLM.

The contractor is expected to follow the latest edition of all relevant
standards and recommended practices for handling, repair, duplication,
and inspection. A selected list is attached as Appendix A.

I. FILM-TO-TAPE DUPLICATION

**I.A. Inspection and condition reports**

When handling film, wear lint-free, clean cotton or nylon gloves at all
times. Touch only the edges of the film. Handle shrunken and brittle
films with special care.

1\. [Inspection]{.underline}

> a\. Unless instructed otherwise, measure each source film and note if
> there is excessive shrinkage (0.7% for 16mm and 1.3% for 35mm). If
> there is excessive shrinkage**, fax or email a condition report to NLM
> before proceeding*. ***
>
> b\. Unless instructed otherwise, test the acidity of each film using
> Acid-Detection (A-D) strips available from the Image Permanence
> Institute. Follow all instructions in the IPI [Users Guide for
> Acid-Detection (A-D) Strips]{.underline}, which is included with each
> package of test strips. If a film has a reading of 2 or greater, **fax
> or email a condition report to NLM before proceeding.**
>
> c\. Check color films for color dye fading, and if there is an unusual
> amount of dye fading (in relation to the severity of fading typically
> found on NLM films), **fax or email a condition report to NLM before
> proceeding.**
>
> d\. Inspect each reel of film over a light box using manual rewinds.
> Gently wind through the entire reel looking for the following:
>
> \- Evidence that the film may be damaged during cleaning or
> duplication
>
> \- Portions of film that have significant color dye fading or are
> over- or underexposed
>
> \- Rust or other debris in a film can
>
> \- Brittleness or buckling
>
> \- Perforations that are broken, torn, or pulled
>
> \- Perforation marks in the picture area
>
> \- Hypo staining
>
> \- Scratches in the film base
>
> \- Scratches in the film emulsion
>
> \- Leaders and trailers that are lacking, too short, damaged, or made
> of material that is not of preservation quality
>
> \- Splices that are failing or made of material that is not of
> preservation quality
>
> \- Splices that are oozing adhesive
>
> \- Optical sound tracks that are damaged, worn or scratched
>
> \- Magnetic sound tracks that are shrunken or shedding oxide/binder
> powder (check both the film and film can)
>
> \- Significant accumulations of dirt or other foreign matter
>
> If there are problems that may cause the film to be damaged during
> cleaning or duplication or may adversely affect the image or sound
> quality of the duplicate, **fax or email a condition report to NLM
> before proceeding**.

2\. [Condition reports]{.underline}

> For each film, record inspection results on a condition report form.
> The form is to be developed by the contractor and approved in advance
> by NLM. Record the film\'s title and call number. Record the presence
> of any of the problems listed above, as well as any other unusual or
> problematic characteristics. Note the footage/frame address of each
> problem. Note any recommended treatments.
>
> If there are problems, but they are not severe enough to be likely to
> cause the film to be damaged during cleaning or duplication or to
> adversely affect image or sound quality, proceed with cleaning and
> duplication. If a film has no problems, note this on the condition
> report and proceed with cleaning and duplication.
>
> Return all film condition reports to NLM with the source film.

**I.B. Repair and treatment**

If a procedure might cause damage or adversely affect other image areas
on the film, contact NLM before proceeding.

Only skilled technicians with 3 years of experience repairing historical
motion pictures may perform repairs and treatments. Use equipment that
is cleaned, maintained, and operated according to the manufacturers\'
specifications.

> 1\. [Cleaning by hand]{.underline}: For oozing adhesives and sections
> of film that are too dirty to be cleaned thoroughly by the cleaning
> equipment, clean by hand using Webril wipes and Ecco 2000 Straight
> Film Cleaner or similar products approved in advance by NLM. Be sure
> to check adjacent film wrap locations that have been in contact with
> the adhesive or dirt.
>
> It is important to allow the cleaning liquid to dry completely before
> winding the film. Never use any alcohol-based solution (such as
> isopropanol which is used in the Lipsner-Smith Excel 1100 machine)
> without prior approval of NLM.
>
> 2\. [Leaders and trailers]{.underline}: Films should have leaders and
> trailers that are at least 9 feet long and are made of
> archival-quality, light-struck, undeveloped, black-and-white, raw film
> stock in good condition. Painted leader film that may shed white
> powder is unacceptable. If leaders/trailers are lacking or are not of
> acceptable quality, attach new ones according to the instructions for
> splices below. If existing leaders/trailers need to be removed, take
> care that any printer sync marks are replaced accurately to assure the
> synchronization of the A and B rolls and sound elements.
>
> 3\. [Splices]{.underline}: Repair splices and other breakage. For
> acetate film in good condition, use a hot cement splicer and Kodak
> professional film cement, or a similar product approved in advance by
> NLM. For fragile acetate film, use Christie\'s Editorial
> non-perforated, clear splicing tape, or a similar product approved in
> advance by NLM. Take care never to cover perforations with a tape
> splice because this is likely to cause damage when the film is
> transported through sprockets. For polyester film, use an ultrasonic
> splicer. Hold frame loss to an absolute minimum. Maintain frame line
> continuity (especially important for 35mm film), proper longitudinal
> alignment, and sound and picture synchronization.
>
> 4\. [Perforations]{.underline}: Repair torn out perforations using
> clear perforation repair tape from Cine Care or Perfix, or similar
> product approved in advance by NLM. Apply tape only to the edge of the
> film so the repair will remain invisible when subsequently printed or
> projected.
>
> 5\. [Scratches]{.underline}: Minimize scratches on the emulsion side
> by re-washing and/or by digital image processing. Minimize scratches
> on the base side by using a liquid gate when the transfer is made
> and/or by digital image processing.
>
> 6\. [Other treatments]{.underline}: If the contractor recommends other
> treatments, contact the Project Officer before proceeding.

**I.C. Cleaning**

Unless a film is too fragile to permit it, clean all films using
particle transfer rollers and/or a cleaning machine. Maintain and
operate the cleaning machine properly according to the manufacturers
specifications to ensure that film is not damaged and residual chemicals
are not left on the film. Use only solvents that have been tested and
approved by Kodak and are known not to leave any residue, cause color
dye fading or film brittleness, or otherwise damage film. Replace
solvents in a timely manner. Do not use solvents that have become
water-saturated because the film may not dry properly, causing tackiness
or emulsion streaks. **It is essential to make sure that film dries
completely before being rewound.**

**I.D. Final inspection**

After duplication, the newly produced copies will be inspected to
determine their quality. (See [V.C. Final condition check for source
material]{.underline}.) This check will identify any problems with the
film that were not found prior to duplication.

See also: [IV. Transfer procedures]{.underline}

**II. FILM-TO-FILM DUPLICATION**

The Project Officer will discuss film-to-film transfer procedures with
the contractor in advance on a title-by-title basis.

When handling film, wear lint-free, clean cotton or nylon gloves at all
times. Touch only the edges of the film. Handle shrunken and brittle
films with special care.

**II.A. Inspection and condition reports**

Follow the procedures under [I.A. Film-to-tape duplication. Inspection
and condition reports]{.underline}. However, most films selected for
film-to-film transfer will already have been measured for excessive
shrinkage and tested for level of acidity. If so, NLM will send this
information to the contractor, and the contractor need not repeat the
inspection and reporting procedures related to shrinkage or acidity
level.

**II.B. Repair and treatment**

Follow all procedures under [I.B. Film-to-tape duplication. Repair and
treatment]{.underline}.

**II.C. Cleaning**

Follow all procedures under [I.C. Film-to-tape duplication.
Cleaning.]{.underline}

See also: [IV. Transfer procedures]{.underline}

**III. TAPE-TO-TAPE DUPLICATION**

When handling videotape, wear lint-free cotton gloves and touch only the
edges of the tape.

**III.A*.* Minor repairs**

Inspect each video source tape for minor problems such as detached or
damaged leaders or trailers, damaged cassette shells, damaged boxes,
etc. Re-attach or replace detached or damaged leaders and trailers as
needed. Repair or replace damaged cassette shells and boxes as needed.

**III.B. Initial inspection**

Inspect each source video to check that it plays properly and does not
bind or stick in the machine. View a portion of each tape to see if
there is serious damage or deterioration or major problems with image or
sound quality. Check for the following types of problems and for any
other unusual characteristics:

\- debris where tape enters and exits the cassette case or elsewhere

\- brown/black flakes of oxide, smell, or other evidence of sticky shed
syndrome

\- tackiness

\- oxide scratches, voids, redeposit, peeling, or shedding

> \- white or crystalline residue or other exudation that indicates loss
> of lubricant or other chemical deterioration
>
> \- tape pack problems (uneven wind, excessive popped strands, creases,
> wrinkles, deformations, slippage, waviness etc.)
>
> \- edge damage
>
> \- stains, mold
>
> \- splices
>
> \- tears, stretching
>
> \- poor sound or image quality
>
> \- color fading or color shifts
>
> \- scratches
>
> \- dropouts
>
> \- artifacts

\- squealing

**III.C. Condition reports**

A condition report form is to be developed by the contractor and
approved in advance by NLM. Record the video\'s title and call number.
Note the counter/time elapse location of each problem

If a source video has any problems that cannot adequately be mitigated
using digital processing or that may prevent it from being duplicated
successfully and without damage, record the problem on a condition
report form. If the contractor recommends any treatment prior to
duplication (such as flattening, spot cleaning, cleaning in a cleaning
machine, dehumidification, or baking), note this on the condition
report. **Fax or email the condition report to NLM before proceeding**.
The Project Officer will discuss the problems with the contractor and
fax the report back to the contractor with notes indicating what actions
are to be taken. Return the condition report to NLM with the source
videos.

If there are no problems, proceed with duplication.

**III.D. Final inspection**

After duplication, the newly produced copies will be inspected to
determine their quality. (See [V.C. Final condition check for source
material]{.underline}.) This check will identify any problems with the
source tape that were not found prior to duplication.

See also: [IV. Transfer procedures]{.underline}

**IV. TRANSFER PROCEDURES (Film-to-tape, film-to-film, and
tape-to-tape)**

**IV.A. NLM duplication protocols**

At the time the purchase order is issued, the Project Officer and the
contractor will discuss the contractor\'s equipment and capabilities and
NLM\'s needs and will decide on the duplication protocol to be used for
most NLM materials. The contractor is expected to identify specific
source items that would benefit from being duplicated using equipment or
procedures that differ from the agreed-upon protocol and to consult the
Project Officer about how to handle them.

**IV.B. Overall objectives of transfer**

The overall objective of the transfer process is to produce a complete,
accurate copy that maintains a high degree of fidelity to the source AV.
Timing adjustment, color correction, re-recording of sound tracks, noise
reduction, audio equalization, or other similar measures shall not be
performed for the purpose of making the duplicate look like a new
production. Measures to improve image and sound quality shall be
performed [only to the extent necessary]{.underline} to prevent
information loss, to correct a problem that is so severe it interferes
with viewing the film, or to achieve reasonable consistency in audio and
video levels.

The vendor is expected to use its expert judgment, based on professional
motion picture and broadcasting standards and taking into account NLM\'s
duplication protocol, when determining what, if any, enhancements are
necessary. Care must be taken not to change the inherent characteristics
of the source AV or to introduce any undesirable artifacts. For many
source films, acceptable results can be obtained with a \"best light\"
unsupervised transfer. However, if portions of a source AV have
significant color dye fading or are considerably over- or underexposed
in relation to the rest of the item, some timing/lighting adjustments
may be necessary to prevent portions of the duplicate from being so
light or dark that information is lost.

**IV.C. Preventing damage**

**Preventing damage to source films and source videos is of paramount
importance.**

Monitor the transfer process carefully from beginning to end. Ensure
that all equipment is cleaned frequently, maintained according to the
manufacturers\' specifications, and calibrated according to SMPTE and
ISO standards and recommended practices.

To prevent source films from being damaged, pay particular attention to
the cleanliness and alignment of the film guides and check that films
are not too shrunken to be run through the transport mechanisms without
risk of damage. To reduce the risk of stretching fragile videotape or
causing edge damage, be sure that equipment is properly aligned and
adjusted for tape tension.

**IV.D. Transfer process**

Produce one Betacam SP and one VHS tape unless requested to produce
multiple copies or copies in another format. Produce the copies at
standard play speed. Copy each source AV in its entirety, without
deletions, alterations, or edits. Duplicate each source AV onto a
separate reel/cassette unless NLM gives specific instructions to combine
two or more source items on one reel/cassette. If a source item is too
long to be copied onto a single reel/cassette, contact the Project
Officer for instructions on how to divide it.

> 1\. [Film-to-film transfers]{.underline}
>
> Duplicate film using a wet gate optical printer. Do not change the
> screen aspect ratio when printing film elements. Use film gate
> apertures that match the source film. For film shot at less than sound
> speed, approximate silent speed using a variable or adjusted speed; do
> not create extra film frames. When transferring films with separate
> optical or magnetic sound elements or synchronized sound, ensure that
> synchronization is maintained.
>
> NOTE: For film-to-film transfers, the Project Officer will review
> specific duplication procedures with contractors in advance on a
> title-by-title basis.
>
> 2\. [Film-to-tape transfers]{.underline}
>
> Use only the highest quality telecine film-to-tape transfer equipment
> approved in advance by NLM, such as CTM, Rank, or Marconi. Telecine
> film chains, i.e. modified projectors designed for projection prints,
> shall not be used. For films with scratches on the emulsion side, it
> is desirable to use a telecine machine equipped with a wetgate
> attachment or digital image processing software to make the scratches
> less obvious.

**IV.E. Tape stock**

Use professional grade, metal particle (MP) analog Betacam SP and VHS
videocassettes of the highest quality available. Use virgin, unopened
stock from major manufacturers known to produce tape of consistent high
quality (e.g. Sony, Quantegy, Fuji, or Maxell). [Test at least a 3%
sample of each batch of new tape for excessive dropouts]{.underline}.
Use videotape with the shortest running time that will accommodate the
length of the source material.

**IV.F. Color bars and audio tones**

Each tape copy shall contain a 10 second leader, a 60 second NTSC color
bar, and a 1000-cycles/second reference tone on both audio tracks,
followed by 30 seconds of black.

Reference color bars shall be a true indication of the program\'s
chroma, video pedestal, and phase. Peak chrominance shall not exceed 120
IRE units above blanking level. In most cases, the video shall average
100 IRE units and pedestal 7.5 IRE units when the VTR is in unity. In
all cases, video, chroma, and pedestal levels shall be consistent
throughout. Horizontal blanking shall not exceed 12.0 us and vertical
blanking shall not exceed 24 lines.

Reference audio tones shall be a true indication of the program\'s audio
levels. The tone shall be Ovu when the VTR is in unity. Audio levels
shall be consistent throughout the program.

**IV.G. Identification slates**

***NLM reserves the right to change the content and format of labels.***

Each tape copy shall have an identification slate containing information
listed below in the format shown in the example***.*** The source of the
information is the shipping list .

> 1\. This \[format of copy\] was duplicated from a \[format of source
> material\] by \[Contractor\'s name\] for the National Library of
> Medicine, \[date of duplication\]
>
> 2\. NLM call number
>
> 3\. If the title fills more than one tape, the number of the piece in
> hand and the total number of pieces

**IV.H. Winding/rewinding**

After duplication, both of the tape copies, as well as source material
in video formats, must be played or rewound **at normal play speed**
**and without stopping** to create an smooth tape pack with uniform
tension. If the equipment used cannot rewind at play speed, rewind each
tape at high speed, then play each tape at normal play speed to the end
of the tape without stopping. The tapes should be left fully wound
(i.e., tails out). If the equipment used can rewind at playback speed,
the tapes may be left fully rewound (i.e., tails in). Check the quality
of each tape pack to assure that there are no ridges or popped strands.

**IV.I. Boxes**

Provide heavy-duty, hard plastic clamshell style boxes that snap shut
securely and protect tapes from dust and water infiltration, and that
are capable of accepting self-adhesive labels on the spine and the side
that would correspond to the front cover of a book. Boxes must be made
of polyethylene, polypropylene, or other inert plastic that does not
emit gasses harmful to videotape. PVC and other vinyl plastics are not
acceptable.

**IV.J. Labeling**

***NLM reserves the right to change the content and format for
labels.***

> 1\. [Labels]{.underline}
>
> Color code labels to differentiate between source material,
> intermediates, and viewing copies. Lettering must be crisp and dark
> enough to be easily legible and must withstand moderate abrasion
> without smudging. Write the call number on the edge of each videotape
> box and film can using a permanent ink of the same color as is used on
> the label.
>
> Label the top and spine of each videotape box using non-adhesive,
> alkaline paper labels that slide into pockets. Label the tops of
> videocassettes and film cans using self-adhesive labels. The adhesive
> on the labels must be an acrylic polymer or copolymer. Labels must
> adhere securely to tapes stored under cold conditions (35 degrees F).
> Adhesive must not ooze beyond the label edges or cause cassettes or
> boxes to discolor or deteriorate. (These requirements are based on
> Library of Congress Specifications for Pressure Sensitive Adhesive
> Labels for Application to Plastic and Metal Substrates. Specification
> numbers 700-703 and 700-713.
> http://lcweb/loc/gov/preserv/supply/specific.html)
>
> 2\. [Data on labels]{.underline}
>
> Include only the information specified, in the format shown in the
> example. The source of the information is the shipping list or the
> piece itself.
>
> a\. Labels for cassette and box tops (10 pt. font or larger)
>
> \- Title
>
> \- If title fills more than one tape, the number of the piece in hand
> and the total number of pieces
>
> \- Date of content
>
> \- Running time
>
> \- B&W / color
>
> \- Silent / sound
>
> \- This \[format of the copy\] was duplicated from a \[format of the
> source material\] by \[Contractor\'s name\] for the National Library
> of Medicine, \[date of duplication\]
>
> \- NLM call number
>
> b\. Title labels for cassette and box spines (10 pt. font or larger)
> are to be placed so that the top of the label is 1 inch below the top
> of the spine.
>
> c\. Generation labels for cassette and box spines (10 point font or
> larger) are to be placed immediately above the call number label, or
> be included at the top of the call number label. Identify the Betacam
> SP copy as the \"Duplication Copy\" and the VHS copy as the \"Viewing
> Copy.\"
>
> d\. Call number labels for cassette and box spines (12 point font or
> larger) are to be positioned so that the top of the label is 2 inches
> above the bottom of the spine.
>
> \- Call number
>
> \- If title fills more than one tape, the number of the piece in hand
> and the total number of pieces

**V. QUALITY CONTROL**

Use a professional quality monitor/VCR that is kept clean, maintained
according to the manufacturer's specifications, and calibrated according
to SMPTE standards and recommended practices.

**V.A. QC for newly produced tape copies**

> 1\. Inspect one of the tape copies in its entirety to verify that:
>
> \- it is a faithful and complete duplicate of the source material
>
> \- the sound quality and image quality are as good as possible, given
> the condition of the source material, and are uniform throughout the
> whole tape
>
> \- no undesirable artifacts have been introduced
>
> \- a set of color bars and a sound reference tone have been included
>
> \- the identification slate is accurate
>
> 2\. For both copies, use a waveform monitor, vectorscope, and other
> appropriate equipment to check the quality of the transfer.
>
> 3\. For both copies, compare the information on all labels against the
> shipping list or source material for accuracy and completeness.

**V.B. QC for newly produced film copies**

View each newly produced film in its entirety to make sure its image
quality and sound quality are as good as possible, given the condition
of the source film, and are uniform throughout the whole film. Make sure
that all SMPTE and ISO standards and recommended practices for film
printing and developing have been followed, that the film is completely
dry before rewinding, and that there is no harmful residue left on the
film.

**V.C. Final condition check for source material**

While viewing one of the video copies in its entirety for quality
control purposes, also check for any indication that the source film or
video has damage or deterioration that was not identified prior to
duplication. If there are such indications, inspect the source film or
video more thoroughly. If the quality of the duplicates may be improved
by additional cleaning or adjustments during the transfer process,
duplicate the source AV again. If the problem with the source AV cannot
be mitigated, **fill out a condition report form** (or add to the
existing form if there is one), noting that the problem was identified
after duplication and could not be corrected. Return the condition
report with the source material.

**VI. SHIPMENTS, COST ESTIMATES, AND DEADLINES**

Contractors shall provide pick-up and delivery service to the
Preservation and Collection Management Section, National Library of
Medicine, Bldg. 38, Room B1E21, 8600 Rockville Pike, Bethesda, MD
weekdays between 8:30 am and 4:30 pm. Special arrangements must be made
for deliveries outside of these hours. The contractor shall have its own
staff make deliveries or provide a bonded courier service. Contractors
should expect to go through security checks that may include
verification of identification and vehicle searches.

The Project Officer will contact the contractor in advance of each
shipment to obtain a cost estimate. The contractor shall provide cost
estimates within 1 week. For each shipment, the Project Officer and
contractor will agree in advance on dates for pick-up and delivery.
Occasionally, NLM will need to have small shipments of no more than 10
items done on a rush basis and delivered within 3 workdays after the
date of pickup. The contractor is expected to pick up and deliver
shipments on the agreed-upon dates. If a pick up or delivery cannot be
made on the scheduled date, the contractor shall notify the Project
Officer on or before the scheduled date. When the vendor must send a
condition report to NLM and wait for a decision before proceeding, the
length of time between sending the report and receiving NLM\'s decision
is automatically added to the agreed-upon deadline.

With each shipment, NLM will supply a list of the items to be copied and
the format and quantity of the copies to be produced. (See Appendix B.
Sample Shipping List.) The contractor shall check the material received
against the shipping list and notify the Project Officer by phone, fax,
or email of any discrepancies within 1 workday of pick up.

**VII. SAFE HANDLING DURING TRANSPORT**

NLM will pack source materials in coolers for transportation. NLM
materials must be handled carefully to prevent damage or loss. Handling
requirements are as follows:

> 1\. Transport materials in a heated and air-conditioned vehicle.
> Ensure that the temperature near NLM materials is maintained between
> 65 - 75 degrees Fahrenheit **at all times.**
>
> 2\. Do not leave NLM materials unattended in the vehicle **at any
> time**.
>
> 3\. At the contractor\'s facility, take coolers immediately to a
> heated/air-conditioned office area.
>
> 4\. Return source materials and as many of the duplicates as will fit
> in NLM\'s cooler. Pack any remaining duplicates in a cardboard box.
> Stand videocassettes and film on reels vertically, so they rest on the
> their narrow edge. Place film on cores horizontally. Use bubble wrap
> to prevent shifting. Such placement will minimize damage due to sudden
> impacts and adverse environmental conditions.

**VIII. SAFE HANDLING AT CONTRACTOR\'S FACILIITY**

NLM\'s source materials are valuable and often irreplaceable. **NLM
expects the contractor to handle materials with the utmost care at all
times.** NLM reserves the right to inspect at any time areas where NLM
materials are handled and stored to ensure that the following
requirements are being met.

> 1\. Do not permit the temperature in areas where NLM materials stored
> and duplicated to exceed 72 degrees Fahrenheit or 55% relative
> humidity at any time.
>
> 2\. Provide adequate security against theft, vandalism, fire, flood,
> rodent and insect infestation, and other environmental hazards.
> Provide clean work areas.
>
> 3\. Do not permit food, drink, or smoking at any time near NLM
> materials.
>
> 4\. Handle NLM materials with clean hands that are free of creams and
> moisturizers. When handling film, wear lint-free, clean gloves and
> touch only the edges of the film.
>
> 5\. Take care not to drop materials. Do not leave NLM materials
> sitting on electronic equipment. Do not expose materials to sunlight,
> heat, metal detectors, or sources of radiation.
>
> 6\. Daily or more frequently as needed, clean rollers, heads, and
> other parts of equipment that come in direct contact with material.
> Adjust rollers, guides, and transport mechanisms regularly. Clean,
> adjust, and calibrate all equipment according to the manufacturer\'s
> specifications.
>
> 7\. Never transport films with excessive shrinkage (0.7% for 16mm and
> 1.3% for 35mm) through any sprocketed equipment.
>
> 8\. Store NLM materials at least 4\" above the floor to avoid water
> damage.
>
> 9\. Have a posted disaster response plan that has been approved by
> NLM.
>
> 10\. In the event of a water emergency or other disaster that affects
> NLM materials, immediately call the following in the order listed
> until one person is reached:
>
> Karen Sinkule, Project Officer office 301-435-7117 home 301-986-4740
>
> Walter Cybulski, Alt. Project Officer office 301-496-2690 home
> 301-570-3363
>
> Mary Kate Dugan office 301-435-7113 home 301-581-0109 or
>
> 202-686-1277
>
> Margaret Byrnes office 301-435-7110 home 301-493-8346
>
> Preservation and Collection
>
> Management Section Office 301-496-8124

**IX. CONTRACTOR\'S LIABILITY**

The contractor shall inspect every item sent for duplication. If, in the
opinion of the contractor, the item cannot be cleaned or duplicated
without damage to the original, the contractor shall fax or email a
condition report to NLM. (See in particular [I.A. Inspection and
Condition Reports]{.underline}.) If NLM authorizes the contractor to
proceed, all risk of loss or damage to the original shall be borne by
NLM***.***

The contractor is liable for damage or loss to NLM source material and
duplicates that: 1) is due to the contractor\'s failure to follow
procedures as required in the Statement of Work or to gross carelessness
or negligence, and 2) occurs while items are in the contractor\'s
facility or in transit between NLM and the contractor\'s facility.

If the contractor is liable for damage or loss, contractor\'s obligation
to NLM shall be, at NLM\'s option and in this order of preference: 1) to
clean, repair, or reduplicate the damaged item as specified by NLM (not
to exceed a maximum of \$500 per videotape and \$2,500 per reel of
motion picture film); 2) to reimburse the cost to obtain and process a
replacement (not to exceed a maximum of \$500 per videotape and \$2,500
per reel of film); or 3) to reimburse NLM \$500 per videotape and
\$2,500 per reel of film.

**X. INVOICES**

The contractor shall issue an invoice for each shipment. The following
information must appear on each invoice:

> \- Contractor\'s name and address
>
> \- Purchase order number
>
> \- NLM\'s shipment number
>
> \- Contractor\'s unique, consecutive invoice number
>
> \- Itemized list of charges

Invoices may be submitted to the Project Officer for approval as soon as
a shipment is delivered.

> Walter Cybulski
>
> Preservation and Collection Management Section
>
> Bldg. 38, Room B1-E21
>
> National Library of Medicine8600 Rockville Pike
>
> Bethesda, MD 20894
>
> Phone 301-496-2690
>
> Fax 301-480-3862
>
> walter_cybulski@nlm.nih.gov

The Project Officer will notify the contractor when an invoice is
approved for payment. Once approved, the contractor shall mail a copy of
the invoice to:

> National Institutes of Health
>
> Chief, OFM, APB
>
> 9000 Rockville Pike
>
> Bldg. 31, Room B1B39
>
> Bethesda, MD 20892

It is the responsibility of the contractor to report non-receipt of
payment to The Chief, Accounts Payable Section, OFM, APB. The phone
number for payment inquiries is 301-496-6088. The contractor shall keep
the Project Officer informed about all invoicing problems.

**XI. STANDARDS OF PERFORMANCE**

The contractor shall ensure that work meets all of the requirements in
this Statement of Work. A selected list of key requirements is given
below. The contractor's work shall be reviewed and approved by the
Project Officer. NLM will notify the contractor of errors within 15 days
of receipt. If NLM finds errors, they will be returned to the contractor
to be corrected at no additional cost to NLM.

The contractor is expected to have an adequate quality assurance
program. If NLM finds more than 3 errors in a shipment, NLM will stop
its review and return the shipment to the contractor. The contractor
shall re-inspect the entire shipment and correct all errors.

> 1\. Materials are not damaged or lost while at the contractor\'s
> facility or in transit.
>
> 2\. Conditions in the contractor\'s facility and delivery vehicles
> meet NLM requirements.
>
> 3\. Equipment is cleaned, maintained, and adjusted as specified.
>
> 4\. Prior approval for use of specific equipment and supplies and for
> repairs and treatments is obtained as specified.
>
> 5\. Source materials are inspected carefully prior to duplication and
> all problems are identified. Condition reports are filled out
> accurately and legibly. Reports are submitted to the Project Officer
> and returned to NLM as stipulated.
>
> 6\. Measures employed to enhance images or sound are in accordance
> with the requirements in this Statement of Work and with the
> duplication protocol agreed upon at the beginning of the project.
>
> 7\. For each source film/tape, one of the video copies is inspected
> carefully in its entirety. All problems resulting from duplication
> errors are identified and corrected. All problems resulting from
> damage to the source material that was not identified prior to
> duplication are found and reported.
>
> 8\. Labels are prepared and applied as specified. Information on all
> labels is correct and complete.
>
> 9\. Shipments are packed and transported as specified. Shipments are
> picked up at the scheduled time and delivered within the agreed
> turnaround time.
>
> 10\. Cost estimates are provided in a timely manner.
>
> 11\. Accurate invoices are submitted promptly to the Project Officer
> and to NIH Commercial Accounts.

**APPENDIX A: STANDARDS AND RECOMMENDED PRACTICES**

The contractor is required to follow the latest edition of all relevant
standards and recommended practices for handling, repair, duplication,
and inspection published by the Society of Motion Picture and Television
Engineers (SMPTE), the International Standards Organization (ISO), the
European Broadcast Union (EBU), and other industry groups. The following
is a selective list of key standards and recommended practices:

SMPTE 1-1996 Video Recording \-- 2 in. Magnetic Recording Tape

SMPTE 5-1993 Video Recording \-- 2 in. Quadruplex Tape \-- Video, Audio,
and

> Tracking-Control Records

SMPTE 20M Television Analog Recording \-- 1 in. Type C \-- Records

SMPTE 21M-1977 Video Recording \-- ¾ in. Type E Helical Scan \-- Records

SMPTE 32M Video Recording \-- ½ in. Type H \-- Cassette, Tape and
Records

SMPTE 103-2002 Care, Storage, Handling and Shipping of Magnetic Tape for
Television

SMPTE 229M Television Analog Recording ½ in. Type L \-- Records

SMPTE 230M Television Analog Recording ½ in. Type L \-- Electrical
Parameters,

> Control Code and Tracking Control

SMPTE 238M Television Analog Recording ½ in. Type L \-- Tapes and
Cassettes

SMPTE RP 121 Tape Dropout Specifications for 1 in. Types B and C Video
Tape

> Recorders/Reproducers

SMPTE RP 166-1995 Critical Viewing Conditions fro Evaluation of Color
Television Pictures

SMPTE RP 167-1995 Alignment of NTSC Color Picture Monitors

SMPTE RP 169-1995 Television, Audio and Film Time and Control Code \--
Auxiliary Time

> Address Data in Binary Groups \-- Dialect Specifications of
>
> Directory Index Locations

SMPTE RP 187-1995 Center, Aspect Ratio and Blanking of Video Images

SMPTE RP 190-1996 Care and Preservation of Audio Magnetic Recordings

ISO (I3A/AES) Care and Handling of Magnetic Tape (This document is in
ISO balloting, known as 18933.)

EBU /UER Tech. Guidelines for Broadcasters-Preservation and reuse of
Film Material for

2001. Television

IPI Users Guide for Acid --Detection (A-D) strips, Image Permanence
Institute

Eastman Kodak Telecine Tool Kit, which includes the Telecine Alignment
Film (TAF) and Telecine Exposure Calibration (TEC).

**APPENDIX B: SAMPLE SHIPPING LIST**

**\[Vendor\'s name} National Library of Medicine** Source films: 9
Betacam SP ordered: 15

**Vendor shipment \# \[**[filled in by vendor]{.underline}\] **PO \#
467-MZ-000000** Source videos: 7 VHS ordered: 14

**Vendor invoice \#** \[[filled in by vendor]{.underline}**\]** Digibeta
ordered: 1

**Total source items: 16 Total copies ordered: 30**

Produce 1 Betacam SP and 1 VHS, unless noted otherwise.

+-----+------------------------+---+----+----+---+---+-------+-------+
| **C | **Title**              | * | *  | *  | * | * | **    | *     |
| all |                        | * | *B | *S | * | * | Orig. | *Spec |
| \   |                        | D | &W | ou | M | F | for   | ial** |
| #** |                        | a | /  | nd | i | e | mat** |       |
|     |                        | t | ** | /  | n | e |       | *     |
|     |                        | e |    | ** | . | t |       | *Inst |
|     |                        | * | *  |    | * | * |       | ructi |
|     |                        | * | *C | ** | * | * |       | ons** |
|     |                        |   | ol | Si |   |   |       |       |
|     |                        |   | or | le |   |   |       |       |
|     |                        |   | ** | nt |   |   |       |       |
|     |                        |   |    | ** |   |   |       |       |
+-----+------------------------+---+----+----+---+---+-------+-------+
| HF1 | The faces of           | 1 | B  | S  | 2 | 1 | 16mm  |       |
| 981 | depression             | 9 | &W | ou | 8 | 0 | AP    |       |
|     |                        | 6 |    | nd |   | 1 |       |       |
|     |                        | 0 |    |    |   | 4 |       |       |
+-----+------------------------+---+----+----+---+---+-------+-------+
| HF2 | Pulling it straight: a | 1 | C  | S  | 1 | 4 | 16mm  |       |
| 103 | story of crooked teeth | 9 | ol | ou | 4 | 8 | AP    |       |
|     |                        | 5 | or | nd |   | 2 |       |       |
|     |                        | 7 |    |    |   |   |       |       |
+-----+------------------------+---+----+----+---+---+-------+-------+
| HF0 | The large              | 1 | B  | S  | 7 | 2 | 16mm  | Co    |
| 709 | Chalais-Meudon wind    | 9 | &W | ou |   | 3 | AP    | mbine |
|     | tunnel, Part 1         | 3 |    | nd |   | 7 |       | pts   |
|     |                        | 0 |    |    |   |   |       | 1+2   |
|     |                        |   |    |    |   |   |       | on    |
|     |                        |   |    |    |   |   |       | c     |
|     |                        |   |    |    |   |   |       | opies |
+-----+------------------------+---+----+----+---+---+-------+-------+
| HF0 | The large              | 1 | C  | S  | 7 | 2 | 16mm  | Co    |
| 709 | Chalais-Meudon wind    | 9 | ol | ou |   | 3 | AP    | mbine |
|     | tunnel, Part 2         | 3 | or | nd |   | 7 |       | pts   |
|     |                        | 0 |    |    |   |   |       | 1+2   |
|     |                        |   |    |    |   |   |       | on    |
|     |                        |   |    |    |   |   |       | c     |
|     |                        |   |    |    |   |   |       | opies |
+-----+------------------------+---+----+----+---+---+-------+-------+
| HF0 | Practical points in    | 1 | B  | Si | 1 | 4 | 16mm  |       |
| 077 | the treatment of       | 9 | &W | le | 3 | 6 | D/Neg |       |
|     | syphilis               | 3 |    | nt |   | 5 |       |       |
|     |                        | 7 |    |    |   |   |       |       |
+-----+------------------------+---+----+----+---+---+-------+-------+
| HF0 | Radium treatment of    | 1 | B  | Si | 1 | 1 | 16mm  |       |
| 600 | carcinoma of the       | 9 | &W | le | 7 | 5 | D/Neg |       |
|     | cervix                 | 3 |    | nt |   | 0 |       |       |
|     |                        | 8 |    |    |   | 0 |       |       |
+-----+------------------------+---+----+----+---+---+-------+-------+
| HF0 | The human body in      | 1 | C  | Si | 1 | 8 | 35mm  |       |
| 819 | pictures: a visual     | 9 | ol | le | 0 | 6 | FGM   |       |
| R   | text of anatomy and    | 4 | or | nt |   | 1 |       |       |
| eel | physiology, Reel 1     | 8 |    |    |   |   |       |       |
| 1   |                        |   |    |    |   |   |       |       |
+-----+------------------------+---+----+----+---+---+-------+-------+
| HF0 | The human body in      | 1 | C  | Si | 1 | 8 | 35mm  |       |
| 819 | pictures: a visual     | 9 | ol | le | 0 | 6 | FGM   |       |
| R   | text of anatomy and    | 4 | or | nt |   | 1 |       |       |
| eel | physiology, Reel 2     | 8 |    |    |   |   |       |       |
| 2   |                        |   |    |    |   |   |       |       |
+-----+------------------------+---+----+----+---+---+-------+-------+
| HF0 | Electrical axis of the | 1 | B  | Si | 1 | 3 | 16mm  |       |
| 701 | heart and axis         | 9 | &W | le | 1 | 9 | FGM   |       |
|     | deviation              | 3 |    | nt |   | 3 |       |       |
|     |                        | 3 |    |    |   |   |       |       |
+-----+------------------------+---+----+----+---+---+-------+-------+
| HF0 | A paregoric reaction   | 1 | B  | Si | 1 | 5 | ¾\"   |       |
| 020 | (schizophrenia) in a   | 9 | &W | le | 5 | 0 | U-    |       |
|     | person of low          | 3 |    | nt |   | 1 | Matic |       |
|     | intelligence           | 8 |    |    |   |   |       |       |
+-----+------------------------+---+----+----+---+---+-------+-------+
| HF0 | An improved technique  | 1 | C  | Si | 3 | 1 | ¾\"   |       |
| 158 | for the operative      | 9 | ol | le | 3 | 2 | U-    |       |
|     | treatment of anorectal | 4 | or | nt |   | 0 | Matic |       |
|     | lesions                | 7 |    |    |   | 1 |       |       |
+-----+------------------------+---+----+----+---+---+-------+-------+
| HF0 | Pancreatic cysts       | 1 | C  | S  | 2 | 1 | ¾\"   | 2     |
| 155 |                        | 9 | ol | ou | 8 | 1 | U-    | B-SP, |
|     |                        | 5 | or | nd |   | 0 | Matic | 1     |
|     |                        | 3 |    |    |   | 0 |       | VHS,  |
|     |                        |   |    |    |   |   |       | 1     |
|     |                        |   |    |    |   |   |       | Dig   |
|     |                        |   |    |    |   |   |       | ibeta |
+-----+------------------------+---+----+----+---+---+-------+-------+
| HF0 | Therapy influencing    | 1 | C  | S  | 1 | 1 | ¾\"   |       |
| 125 | the autonervous system | 9 | ol | ou | 8 | 5 | U-    |       |
|     |                        | 5 | or | nd |   | 5 | Matic |       |
|     |                        | 2 |    |    |   | 0 |       |       |
+-----+------------------------+---+----+----+---+---+-------+-------+
| HF0 | Bronchoscopic          | 1 | C  | Si | 1 | 3 | ¾\"   |       |
| 456 | cinematography of      | 9 | ol | le | 1 | 9 | U-    |       |
|     | bronchial tumors       | 4 | or | nt |   | 3 | Matic |       |
|     |                        | 5 |    |    |   |   |       |       |
+-----+------------------------+---+----+----+---+---+-------+-------+
| HV  | NIH Lecture Series:    | 2 | C  | S  | 3 | ? | Dig   |       |
| 235 | Menopause and          | 0 | ol | ou | 0 |   | ibeta |       |
| R27 | migraines              | 0 | or | nd |   |   |       |       |
| 2   |                        | 1 |    |    |   |   |       |       |
| 001 |                        |   |    |    |   |   |       |       |
+-----+------------------------+---+----+----+---+---+-------+-------+

s:\\psd\\pressup\\contracts\\AV duplication sow.doc