**National Library of Medicine**

**Preservation and Collection Management Section**

**MICROFILM DUPLICATION, THIRD PARTY MICROFILM SALES, AND OFFSITE
STORAGE OF PRINT MASTER MICROFILM**

**PO \# 467-MZ-402102**

**Awarded 9/30/2004**

**MICROFILM DUPLICATION, THIRD PARTY MICROFILM SALES, AND OFFSITE
STORAGE OF PRINT MASTER MICROFILM**

# STATEMENT OF WORK

## Introduction

## 

## A. Background Information

The National Library of Medicine (NLM) is the Library of record for
biomedicine in the United States. It is mandated by Congress to collect,
preserve and provide public access to biomedical information.

The Library's preservation policy states that the "fundamental
responsibility of the National Library of Medicine is to preserve
permanently the contents of books, periodicals, and other library
materials pertinent to medicine" and "to assist in the preservation of
important biomedical literature held by other U.S. institutions." In
keeping with this policy, the Library creates preservation quality,
first-generation camera master microfilms of monographs and serials
originally published on poor quality, deteriorating paper.
Second-generation print masters are duplicated from the camera masters.
Third-generation service copies are duplicated from the print masters to
meet inter-library loan and on-site patron research needs, as well as to
fill third-party sale orders. In some cases, older camera masters that
are not of the best technical quality, but contain material that is not
otherwise readily accessible, may be used to generate service copies.
This would be done to maximize legibility of the filmed material in the
copies.

Since 1986, the Library has microfilmed nearly 90,000 deteriorated
volumes. All reels created during this period are on polyester-based
stock, which has a life expectancy of over 500 years. Second-generation
duplicate negatives (print masters) exist for these reels, and for an
unknown percentage of pre-1986 reels. Prior to 1986, going back to the
1940s, the Library microfilmed volumes either in-house or by contract to
fill a variety of needs. These reels were filmed using acetate base film
stock, which deteriorates over time and therefore has a much shorter
life expectancy. Third-generation (service copy) reels exist for a
relatively small percentage of all NLM microfilms.

Acetate film deteriorates at a rate that varies depending on how well it
was originally processed and how it has been stored. Cool, dry storage
slows the rate of chemical reaction and therefore extends its useful
life, but the fact of its eventual deterioration is inevitable. As the
Library continues to review the older acetate-base films,
second-generation negative polyester base duplicates are needed to serve
as print masters for reels found to be of acceptable quality. This
enables the Library to send the accepted masters to an offsite
underground storage vault for secure, climate-controlled storage. Reels
found to be unacceptable become candidates for re-filming. However, in
cases where NLM determines that material is no longer available for
re-filming, an additional duplicate negative is needed to serve as a
camera negative surrogate.

Over time, the Library may also attempt to replace the acceptable
acetate camera masters with polyester stock, but the Library's overall
strategy is to extend the life if the old films by placing them in cool,
climate-controlled storage. Phased duplication of accepted acetate film
therefore remains a future consideration at this time.

As a preservation measure, the Library currently stores accepted camera
masters offsite and keeps the print masters in an on-site vault. This is
done to increase the likelihood that one set would remain intact and
available for copying in the event the other was damaged or destroyed.
However, the Library's on-site microfilm storage vault is now nearly
full to capacity. To address this situation, NLM needs offsite storage
for over 15,000 print masters. The environment of the space where NLM
film is stored must be suitable for the storage of processed microfilm,
meet with the Library's approval, and be situated in a location
geographically separate from the site where NLM currently stores its
camera masters. The Vendor facility must also be geographically situated
close enough to the Library so that the Library can send print masters
from its on-site vault for duplication and sale to third party
customers.

On a separately negotiated, case-by-case basis, under terms not
specified in this Statement of Work, NLM may need to have microfilmed
material digitized, either to meet the research needs of patrons and
third-party sale customers, or for the Library's own access purposes.

## Purpose and Objectives of the Procurement

The primary purposes of this procurement are: (1) the production, in
compliance with relevant national standards, of high quality
polyester-based, extremely fine-grained, 35mm silver gelatin emulsion
second- and third-generation microfilm for NLM patron use and
inter-library lending, and for third party sales; (2) microfilm sales to
third parties, including responsibility for all financial matters
related to sales, invoicing and receipts of payment; (3) offsite storage
of second-generation negative microfilm reels in a secure, stable
environment that meets with the Library's prior approval, and is
situated in a geographic area that is not in close proximity to the site
where NLM camera masters are stored, but is near enough to Bethesda, MD,
so that film can be shipped from NLM to satisfy patron requests within a
2-3 day time period.

**Duplication.** Second-generation duplicates made from older acetate
camera masters are needed to serve as print masters and, in some cases,
as "camera master surrogates" (for acetate masters that have
deteriorated to the point where either duplication or refilming is
necessary). Third-generation duplicates are needed for on-site patron
use and interlibrary loan requests in cases where original volumes are
too valuable or too fragile to be handled, or are otherwise unavailable.
The Library may require that 16mm film be duplicated onto either 16mm or
35mm stock, though such duplication would only be done on a limited,
case-by-case basis.

> Third-generation service copy reels of NLM microfilm are required to
> meet the research needs of third-party purchasers who are unable to
> travel to the Library. The Vendor shall produce service copies for
> both foreign and domestic requesters and handle all shipping and
> billing matters, including questions regarding invoices and
> non-payment, directly with the requesting party. In cases where
> copyright is involved, NLM will not authorize the Vendor to produce,
> ship or invoice for microfilm until the requesting party has provided
> the Library with evidence of copyright clearance and permission to
> copy.
>
> The Library will refer third-party sale requests for output to digital
> formats to the Vendor. Such requests are subject to separate
> negotiation between the requesting party and the Vendor under terms
> and conditions not covered by this Statement of Work. Availability of
> NLM microfilm for patron-requested digital output requires prior
> consent by NLM and depends on the Library's evaluation of the
> condition of the film. As with microfilm, the patron would be
> responsible for obtaining any required copyright clearances from the
> publishers and providing proof of copyright clearance to the Vendor
> prior to reformatting.
>
> Typically, the Library will provide print masters from which the
> Vendor shall produce microfilm service copies. In the event a print
> master does not exist, NLM will provide the camera master, from+ which
> the Vendor shall produce both a print master and service copy. There
> may also be patron requests for copies of poor quality older camera
> masters, the contents of which cannot be re-filmed. In such cases, the
> Library will supply the old camera master for duplication, so that the
> patron copy is as legible as possible. In all cases, film shall be
> handled with the utmost care and all camera masters and print masters
> shall be returned to the Library undamaged.
>
> **Storage.** In order to make room for collection growth in its onsite
> microfilm vault, the Library needs offsite storage for approximately
> 15,000 reels of print master microfilm. The Vendor shall provide for
> microfilm storage in a clean, secure, well-maintained space capable of
> maintaining the following conditions:
>
> Temperature: within the range of 58°F - 62°F (e.g. 60°F, +/- 2°F)
>
> Relative humidity: within the range 30%-40% (e.g. 35%, +/- 5%).
>
> A calibrated recording hygrothermograph, or other calibrated, accurate
> and reliable temperature and relative humidity recording device, shall
> be used to monitor and produce a printed record of conditions in the
> space. The record of these conditions shall be subject to NLM's review
> on a periodic basis.
>
> Dehumidification shall be achieved using a desiccant system. The HVAC
> system used to condition air prior to distribution to the space used
> for the microfilm storage shall also have the capacity to provide
> humidification as needed to maintain the specified conditions.
> Temperature and relative humidity fluctuations shall be detected,
> corrected and brought under control within 24 hours.
>
> The storage space shall be protected by a fire detection system and a
> fire suppression system. The fire detection system shall be of
> sufficient sensitivity to provide sufficient warning to the local fire
> department, preferably prior to the discharge of water from the
> sprinkler system. The fire suppression system shall be in compliance
> with relevant ASHRAE standards and local fire code. Though not
> required by this Statement of Work, the Library recommends that a
> water detection system be installed to safeguard the stored film in
> the event of leaks or flooding.

I.  **Vendor Requirements**

## General Requirements

## 

## Independently, and not as an agent of the Government, the Vendor shall furnish all necessary labor, materials, supplies, equipment and services (except as otherwise specified herein) and perform the work set forth below.

## All work under this contract shall be monitored by the Project Officer.

## Specific Requirements

1.  **Overview**

#### This project requires the Vendor to:

a)  provide storage and work area temperature and humidity conditions
    suitable for the protection of all NLM microfilm sent for
    duplication;

b)  store and handle all NLM film properly and carefully at all times;

c)  check contents and labels of all NLM film sent for duplication;

d)  check NLM microfilm density and resolution prior to duplication;

e)  produce second- and/or third-generation microfilm duplicates from
    NLM camera master or print master microfilms;

f)  spool, label, secure with a string-tie wrapper and box duplicated
    microfilm using only non-acidic materials and processes that meet
    National standards and NLM specifications;

g)  inspect duplicated films to ensure optimal copying and viewing
    quality;

h)  check contents, packaging and labeling prior to shipping duplicates
    to NLM or third party sales requestors;

i)  adhere to a prescribed schedule for NLM microfilm duplication
    shipments;

j)  provide microfilm duplication, prompt shipping, and direct billing
    for authorized third party purchasers, and independently resolve any
    questions or problems related to third party invoices, payments or
    shipments;

k)  provide secure, climate-controlled storage for a minimum of 15,000
    NLM print master microfilm reels sent for offsite storage;

l)  provide new, non-acidic microfilm boxes, labels and string-tie
    wrappers for NLM print master reels that are sent for storage in
    old, acidic boxes;

m)  check labels on re-boxed print masters sent for storage for accuracy
    and completeness before placing the reels into the storage area;

n)  store print master microfilm reels in numerical order, as received
    from NLM;

o)  submit monthly summaries of duplication activity, invoices and other
    reports as specified.

It is expected that nearly all of the duplication work will involve
copying 35mm silver-gelatin microfilm to either high contrast or medium
contrast 35mm silver-gelatin polyester stock, though the Library may, on
a limited basis, need to have 16mm film duplicated onto either 16mm or
35mm stock. All work shall be performed on the Vendor's premises.

2.  **Equipment and supplies**

All duplication work shall be done at the Vendor's facility using clean,
fully functional and well-maintained duplication equipment capable of
producing high quality second-generation print negatives and
third-generation positive copies. All technical evaluation of NLM film
prior to duplication shall likewise be done at the Vendor's facility
using a calibrated densitometer and other equipment that conforms to
National standards and meets with the Library's prior approval. All
offsite storage print master re-housing, re-labeling, and filing shall
be within the Vendor's facility.

The Vendor shall supply raw duplication film stock, paper film boxes,
paper string-tie wrappers and labels for all duplicated reels of
microfilm. The Vendor shall supply paper film boxes, paper string-tie
wrappers and labels, as needed, for print masters sent by NLM for
offsite storage that arrive at the Vendor's facility in old, acidic
boxes. Raw film stock shall meet the specifications listed in Section
II.B.5.c, below. Plastic spools shall comply with the latest published
revision of [ISO 18902]{.underline}[^1] and [ISO 14523]{.underline}.[^2]
Plastic reels shall be free of mold-release agents and plasticizers, as
noted in [ANSI/AIIM MS23]{.underline}.[^3] Boxes and wrappers shall meet
all requirements of the latest published versions of [ISO
1892]{.underline}, [ISO 14523]{.underline}, and [ISO
18911]{.underline}.[^4] A complete list of relevant standards and
recommended practice is attached (see Appendix C).

3.  **Shipment of Film**

**a. Duplication.** The Library will prepare shipments of film sent for
duplication and arrange for transport to the Vendor, using a recognized
commercial carrier. The Vendor shall be responsible for shipping reels
of 35mm second-generation (print master) or first-generation (camera
master) silver emulsion microfilm duplicates, together with the
originals from which they were made, to the National Library of Medicine
on a ten working day turnaround basis, using the same carrier the
Library uses, or a different recognized commercial carrier who meets
with the Library's prior approval. The Vendor shall ship NLM original
films (camera masters and/or print masters) and the duplicates made from
them (print masters and/or service copies) in separate containers.

Each shipment prepared by the Library will be accompanied by a shipping
manifest. The Vendor shall compare the contents of each shipment to the
shipping list and promptly inform the Project Officer of any
discrepancies. Such notification shall be made by telephone
(301-496-2690) or fax (301-480-1954) within one working day of shipment
pickup. When duplication and inspection have been completed, including
correction of all errors detected during inspection, the Vendor shall
ship all NLM-supplied and Vendor-produced microfilm to the Library. Each
return shipment must be complete and accompanied by accurate shipping
list. No partial shipments will be accepted. The total turnaround time,
from initial pickup through duplication to final delivery, shall be no
longer than ten (10) working days.

> **b. Storage.** The Library will pack the portions of the 15,000 reels
> of print master microfilm and ship them via recognized commercial
> carrier in stages. The number of reels in each stage shall be agreed
> upon in advance by the Library and the Vendor. The Vendor shall be
> responsible for determining how many reels at a time can be properly
> stored on-site and processed (i.e. checked against NLM shipping
> manifest and, if in acidic boxes, re-housed and re-labeled) prior to
> placement in the Vendor's film storage space. Prior to the completion
> of processing and filing of each shipment, the Vendor shall provide
> the Library with sufficient advance notification to prepare the next
> shipment of print masters. The Vendor shall repeat this process in
> uninterrupted, successive stages until the Library has shipped out all
> print masters identified as candidates for offsite storage.

4.  **Third Party Sales Program**

The Vendor shall produce third-generation high contrast silver gelatin
emulsion service copies of NLM microfilm when the Library receives
purchase requests from institutions or individuals and handle issues
related to the sale of NLM microfilm, including invoicing and billing,
questions about invoices, prompt shipment of completed duplicate
microfilm reels, collection of payment and protection of third party
payment information confidentiality.

Before purchase requests are referred to the Vendor, the Library will
verify that the film is available and obtain from the requesting party
any required proof of copyright clearance or permission from the
publisher to duplicate a microfilm of any material subject to copyright
law. If there are no copyright issues, the Library will check the film's
quality and inform the requesting party if any pages are missing or if
there are quality problems that might affect the legibility of copies
(this may be true in the case of old NLM films). If there are no film
quality problems, the Library will forward the reel (typically a print
master; occasionally an old camera master) directly to the Vendor,
together with a copy of the request and a complete shipping address
(street address, not a post office box number). The Library will attempt
to identify the requesting party's preferred method of payment, but as a
security measure, to reduce the risk of financial information theft, the
Vendor shall solicit payment information directly from the requesting
party (see "Method of Payment," below, for additional details).

**Shipment of Third Party Sale Reels; Rush Shipments.** The Library will
routinely ship third party sale reels and related information together
with regularly scheduled duplication shipments. Based on the urgency of
the patron's need for the material, the Library may occasionally ship
"rush" third party sale reels and related shipping information via a
recognized commercial carrier, using the carrier's overnight delivery
service. In such cases, the Library will post an e-mail message
informing the Vendor that the material is being sent and requesting that
the order be filled as quickly as possible.

**Camera masters.** When second-generation duplicate (print master)
negatives must be made before third-party orders can be filled, the
Vendor shall invoice the Library for the cost of producing the print
masters.

**Alternate Formats.** Depending on third party patron needs,
duplication from NLM film onto formats other than 35mm microfilm (e.g.
16mm, microfiche, paper copies or digital files) may be required, but
only on a limited, case-by-case basis, to be negotiated separately
between the Vendor and the requesting party, under terms not covered by
this Statement of Work.

**Method of payment.** The Library will attempt to identify the method
of payment, but NLM will have no involvement in the actual payment for
services provided to third party sale requestors by the Vendor. The
Vendor shall handle all monetary aspects of third party sales, including
invoicing, billing, collection of payment, protection of payment
information confidentiality, provision of receipts, and the resolution
of disputed payments. The Vendor shall be responsible for all records of
shipments of sale items to requesting parties and resolve all claims of
non-receipt of shipped reels.

> **Credit cards, checks and money orders.** The Vendor shall promptly
> ship orders paid using a valid credit card as the method of payment.
> The Vendor shall obtain credit card information directly from the
> requesting party, preferably by phone, to reduce the risk of private
> financial information theft or loss. Exceptionally, if the requesting
> party forwards unsolicited credit card information to the Library, the
> Library will ship hard copy of credit card information in a sealed
> envelope, together with the microfilm to be copied, to the Vendor. The
> Vendor shall ship duplicated microfilm paid for with checks or money
> orders promptly upon receiving verification that the checks or money
> orders have cleared.
>
> **Institutional Purchase Orders.** Upon receipt of an institutional
> purchase order (e.g. from an established, recognized university
> library), the Vendor shall promptly fill the order and ship the film
> to the requesting institution together with an itemized listing of the
> complete duplication, insurance, shipping and handling costs. It shall
> then be up to the Vendor to deal directly with the institution and
> collect the required payment.
>
> **No method of payment indicated.** If no method of payment is
> specified, the Vendor shall contact the requesting party directly and
> indicate that pre-payment is required prior to filling the order.

**"Microfilm Sales Program Fact Sheet."** NLM will post a summary of
ordering and payment information on the Library's online "Microfilm
Sales Program Fact Sheet." On the Web, see
<http://www.nlm.nih.gov/pubs/factsheets/microfilm.html> to view the
current "Fact Sheet." For a generic version, see Appendix B.

**Promptness when filling requests.** No order for which a valid method
of payment has been received and processed shall be sent out by the
Vendor later than five (5) working days (or sooner, if possible) from
the time such payment has been validated.

Revenue that the Vendor generates under this Purchase Order by
collecting fees from NLM's third party sales program shall be used to
offset the costs (i.e. direct costs, overhead, and G&A) and profit (as
negotiated) that the Vendor incurs in producing service copy microfilm
reels for requesting third parties.

Revenue collected by the Vendor in excess of its costs and profit (as
negotiated) relative to the production of service copy microfilm reels
for third party sales requestors shall be used to offset the costs
incurred in the Vendor's production of service copy microfilm reels for
the Government.

5.  **Microfilm Production and Quality Control**

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a.  **Care and handling of NLM film**

The Vendor shall provide duplication staff with training in the proper
care and handling of NLM film. Duplication staff shall exercise the
utmost care when handling all NLM film and shall observe the following
practices:

i.  No smoking, eating or drinking shall be permitted in areas where
    film is being unpacked, stored, checked for content, evaluated for
    duplication quality, boxed, labeled, duplicated, or packaged for
    return to the Library or shipment to third party sales requestors.

ii. All areas where film sent for duplication or offsite storage is
    handled or stored shall be kept clean, dry and dust-free.

iii. At all times when removing microfilm from boxes and unspooling it
     for inspection and evaluation purposes, Vendor duplication staff
     shall wear lint-free, clean white cotton gloves or similar film
     handling gloves meeting with the Library's approval. Staff shall
     not use hand creams or other skin care products that might leave a
     residue on the film. Additional guidance regarding gloves is
     provided in [ANSI/AIIM MS23]{.underline}, Section 6.2.11.[^5]

iv. All checking to determine if film content matches NLM labels and all
    quality control inspection work shall be done using rewinds, light
    box and eye loupe, as specified in [ANSI/AIIM MS23]{.underline},
    Sections 6.2.5, 6.2.6 and 6.2.9.[^6] NLM film shall not be left
    mounted on rewinds, unwound over a light box or densitometer surface
    or unboxed when not being checked for contents or density.

v.  Areas of NLM film containing images shall be held carefully and only
    by the edges at all times. Under no circumstance shall any cloth,
    tissue, gloved hand or other substance be applied to the flat,
    image-bearing surface of the film.

vi. Duplication processing and film evaluation work areas and equipment
    shall be cleaned daily.

vii. No rubber bands or plastic tabs shall be placed on NLM films. No
     self-sticking notepapers or other materials backed with adhesives
     (other than pre-approved NLM labels for use only on boxes) shall be
     placed on NLM films or film containers.

viii. As a precaution against possible water damage, film sent for
      duplication shall be stored at least four (4) inches above floor
      level at all times while in the Vendor's facility.

ix. The Vendor shall not attempt to repair broken splices in any old NLM
    film. Upon discovery of a broken splice, the Vendor shall promptly
    contact the Project Officer for further instructions. As a rule,
    only leaders and trailers shall be spliced onto reels for
    duplication purposes (see II.B.5.h, below).

x.  At no time shall any NLM film, whether sent for duplication or being
    re-housed prior to storage, be left in areas where temperature
    and/or relative humidity (RH) are likely to exceed 72° F and 50% for
    any length of time (see II.B.6, below).

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b.  **Shipment check; pre-duplication evaluation of box label & reel
    contents**

The Vendor shall compare the contents of each shipment with the NLM
shipping manifest and immediately contact the Project Officer if any
discrepancies are discovered. Further, as part of a pre-duplication
evaluation of each reel, the Vendor shall check to make sure the reel
contents correspond to the bibliographic information printed on the NLM
film box label. If the Vendor discovers that a print or camera master
reel does not match the NLM box label, the Vendor shall promptly contact
the Project Officer for further instructions.

c.  **Film stock and film types**

All film stock shall be undamaged and known to be fully effective
according to the manufacturer's expiration date. All film shall be
produced on extremely fine-grained, unperforated, silver-gelatin
emulsion film manufactured and processed according to the latest
published revision of [ISO18901]{.underline}.[^7] Unprocessed raw stock
shall be stored according to the latest published revision of
[ISO18928]{.underline}.[^8]

Second-generation duplicate negative print masters and camera negative
surrogates shall be created using Kodak Direct Duplicating film, type
2468 or 2470, or an equivalent non-reversing, unperforated,
polyester-based silver-gelatin emulsion duplicating film that meets with
the Library's prior approval. Kodak 2468 (or an equivalent that meets
with the Library's prior approval) film is preferred for camera masters
consisting primarily of text materials, particularly those where the
originals that were photographed exhibited poor contrast between text
and background. Kodak 2470 (or an equivalent that meets with the
Library's prior approval) is preferred for camera masters containing
images of half-tone or continuous-tone illustrations. Generally, the
Vendor shall duplicate onto high contrast stock unless otherwise
specified by the Library.

Third-generation duplicates (service copies) shall be created using
unperforated, polyester-based, extremely fine grained, medium contrast,
blue-sensitive, positive polarity film manufactured according to
[ISO18901]{.underline}. Suitable duplication film stock is Kodak
Duplicating Microfilm 2462 or an equivalent that meets with the
Library's prior approval. Suitable 16mm stock that meets with the
Library's prior approval shall be used, if required.

Should Kodak films become no longer available, the Vendor shall provide
the Library with advance notification regarding the manufacturer from
which microfilm stock will be subsequently purchased.

d.  **Pre-duplication evaluation of film density**

As part of the Vendors' pre-duplication evaluation of each reel of film,
background density readings shall be taken to provide a range of density
values for duplication purposes.[^9] The Vendor shall take one (1) base
and a minimum of three (3) background density readings across the entire
length of every reel of NLM film sent for duplication, and keep a log of
the readings. More density readings shall be taken as needed to more
accurately calculate correct duplication settings for a given reel. This
may be true for some of the older NLM film that was not created in
accordance with current preservation standards and practices.

NLM film shall be duplicated using appropriate stock (as noted above in
II.B.4.b) at settings that conform to the practices recommended in
[ANSI/AIIM MS43-1998]{.underline}, Table 5.[^10] In general, density
ranges for NLM camera masters fall within the range of 0.8-1.3,
depending on whether the volumes required filming at high (1.0-1.3),
medium (0.9-1.1), or low (0.8-1.0) contrast.

e.  **Densitometer type and calibration**

Density readings of NLM film shall be taken using a digital read-out
transmission densitometer with a 1mm aperture "designed to measure
visual diffuse density according to ANSI/ISO 5-2 and ISO 5-3."[^11]
Calibration shall conform to the manufacturer's specifications and the
latest published version of [SMPTE Recommended Practice
RP15]{.underline}.[^12] Calibration shall be performed using a NIST
(National Institute of Science & Technology) certified or certified
NIST-equivalent 21-step transparent calibration test strip that meets
with the Library's pre-approval. Readings shall be taken using six (6)
steps designated by NLM. The Library will provide the Vendor with a
calibration strip in the event one cannot be obtained. The Vendor shall
keep a log of densitometer calibrations and make the log available for
the Library to review upon request. In the event that there is
questionable variation between readings taken of the same reel of film
by the Library and the Vendor, the Vendor's densitometer will be
cross-calibrated with NLM's using the Library's calibration strip.

**f. Service copy density**

The maximum density (Dmax) of service copies should be such that the
contrast between text and background will be sufficient to optimize
legibility when viewed on microfilm readers and copied using microfilm
reader/printers. Because old NLM camera masters were produced using
practices that are no longer in effect for preservation quality
microfilming, background densities may be quite high. The Library will
inform third parties requesting a copy of such a reel that this is the
case, and will not send the film to be duplicated unless the customer
agrees in advance to purchase the copy "as is." The Vendor shall then
make every effort to produce as legible a copy as possible for the
requesting party.

**g. Leaders and trailers**

Every reel of duplicated film shall have a leader and trailer of clear
(unfogged) film or uncoated film base of the same material and thickness
as the rest of the reel. For print masters and camera negative
surrogates, leaders and trailers shall be at least 36" but not more than
48" long. For service copies, leaders and trailers shall be at least 20"
but not more than 30" long.

**h. Splices**

With the exception of leaders and trailers, no splices shall appear on
second- or third-generation film produced by the Vendor. Splices for
leaders and trailers shall be made using an ultrasonic welder as
described in the latest published version of [ANSI/AIIM
MS18]{.underline}.[^13] As noted above in II.B.5.a.x, the Vendor shall
not attempt to repair any broken splices within reels of NLM film
without first consulting with the Project Officer.

**i. Spooling**

All duplicated film shall be spooled onto plastic spools that comply
with [ISO 18902]{.underline} and [ISO 18916]{.underline}.[^14] All film
shall be wound so that the first image appears on the outermost end of
the reel. Second-generation duplicate negatives shall be wound with the
emulsion side facing inward, toward the centers of reels.
Third-generation positive service copies shall be wound with the
emulsion facing outward, away from the centers of reels. The distance
between wound film (including leader and trailer) and the outer edge of
the plastic spool shall not be less than 6mm (0.24").

j.  **Film boxes and string-tie wrappers**

The Vendor shall package each reel of film in non-damaging plain, white,
flap-opening microfilm box and secure the film on the spool with a
string-tie wrapper. All boxes shall be buffered and acid- and
lignin-free. Box dimensions shall be no larger than 4" by 1 5/8" by 3
5/16". Wrappers shall be buffered, acid- and lignin-free and held
together by button and string ties to keep spooled film from unwinding.
Rubber bands, paper clips, tapes or fasteners of any other kind shall
not be used to secure film on spools. Boxes and wrappers shall meet all
requirements of the latest published revision of [ISO
18902]{.underline}.[^15] The Vendor shall provide NLM with a copy of
Photographic Activity Test (PAT) results (see [ISO
18916]{.underline})[^16] for the boxes and wrappers that are to be used.
No Vendor name, logo, insignia or other marking or information not
required by NLM shall appear on the boxes or wrappers. Should the
Library require 16mm film duplication, appropriately sized boxes shall
meet all other stated requirements.

k.  **Labels**

Labels shall measure at least 1 ¼" by 3". The label shall be placed
right side up on the non-opening edge of the box that is uppermost when
the box is turned so that the thumb indentation is on the right, facing
the person opening. See Appendix A for illustrations. All labels must be
neatly and firmly secured to the film boxes. The label paper and
adhesive shall be strong and long-lasting, but non-damaging to the box
or the microfilm. Should the Library require 16mm film duplication,
appropriately sized labels shall meet all other requirements.

l.  **Label printing and stamping**

Lettering on labels shall be laser-quality, 12 point, uppercase type in
a clearly legible font. Each label shall replicate the complete contents
of label of the camera or print master, changing only the generation as
appropriate (see II.B.5.b for instructions regarding reels of film that
do not match NLM box labels). All lettering shall fit completely within
the borders of the label without coming closer than 1/8" to the edge.
Labels on second-generation duplicates shall be stamped "PRINT MASTER"
or shall have "CAMERA NEGATIVE SURROGATE" typed in uppercase 14 point
lettering on them, as specified by the Library. Labels on
third-generation duplicates shall be stamped "SERVICE COPY." The type of
label and method of printing used shall be approved in advance by the
Library. See Appendix A for examples. Should the Library require 16mm
film duplication, appropriately sized fonts shall be used to contain the
required information.

m.  **Quality control / post-duplication inspection**

Each duplicated reel shall be subjected to post-duplication inspection
for quality control purposes. The Vendor shall identify and correct all
duplication, packaging or labeling errors prior to shipment of completed
work to NLM or to third parties purchasing copies of NLM film.

No equipment of any kind shall be used which might in any way damage NLM
film.

With regard to text legibility and image clarity, the Library
understands that quality in duplicates will vary depending on the
quality of the masters and print masters from which they are made. The
Library's expectation is that the Vendor shall make every possible
effort to optimize the viewing, reel-to-reel copying and printing
characteristics of all films sent for duplication.

Wearing appropriate gloves (see II.B.5.a.iii); handling film properly at
all times (as described in II.B.5.a); and only viewing film using a
rewinds, light box and eye loupe (see II.B.5.a.iii), the Vendor shall:

(a) inspect all newly duplicated second-generation negative copies to
    ensure that no images have been blurred during the duplication
    process, and that copies made from the negatives will be as legible
    as possible;

(b) inspect all newly duplicated third-generation positive copies to
    establish that they will be as legible as possible when viewed on
    microfilm readers and when reader/printer copies are made from them;

(c) check every duplicated reel for physical defects (e.g. scratches,
    tears, nicks, gouges, pressure marks, streaks, static, fog, dust,
    dirt or foreign matter, fingerprints, etc.);

(d) check all film boxes to make sure that label information is
    complete, accurate and clearly printed, that the label has been
    firmly adhered to the box, the film is protected by a paper wrapper
    and secured with a string tie, and that the correct reel is in the
    box.

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6.  **Physical and Environmental Security**

The Vendor's facility shall be secured against theft, vandalism, fire,
flood, rodent and insect infestation, and other environmental hazards.

The Vendor's facility shall have securely locking doors and windows, and
shall have an intrusion alarm system connected to a local police
department or building security service. The Vendor shall limit
off-hours access to the building to times when authorized company
personnel are present, and have in place a plan to lock all doors and
windows when no staff are on the premises.

The environment within the Vendor's facility where NLM film is stored
and handled during the duplication process shall be maintained at
relatively cool, dry, stable and constant levels of temperature (70° +/-
2° Fahrenheit) and relative humidity (45% +/- 5%) without extended
periods of fluctuation or extremes. Prolonged exposure of NLM microfilm
to temperatures over 72° Fahrenheit and/or relative humidity levels over
50% RH is to be avoided at all times.

The Vendor shall have on site a refrigeration unit or storage cabinet
with environmental controls capable of providing cool and dry storage
for all reels when not being duplicated, as well as for all newly
duplicated reels prior to shipment to the Library. A backup emergency
generator is recommended.

If storage conditions in the refrigeration unit/storage cabinet vary
significantly from conditions where inspection and duplication work are
done, the Vendor shall observe the moisture conditioning practices
described in [ISO 18911]{.underline}.[^17] In the event of a malfunction
in the Vendor's environmental control mechanisms that results in a major
temperature or humidity change where NLM film is being checked or
duplicated, the Vendor shall put NLM film back into the refrigeration
unit/storage cabinet until acceptable conditions can be restored.

Under no circumstances shall any NLM film be left in non-air-conditioned
areas or otherwise subjected to extended periods of temperatures in
excess of 72° F, and/or relative humidity (RH) levels of 50%, while in
the Vendor's facility or in transit to or from the Library.

The Vendor shall have in place, in areas where NLM film is being stored,
checked or duplicated, a fire extinguishing system that conforms with
local building code.

The Vendor shall have in place, prior to the beginning of work on the
Purchase Order, a plan for responding to fire, water or other
emergencies that may put NLM film at risk. As a part of the plan, the
Vendor shall provide the name, address and phone number of a facility
where NLM film will be shipped for dry-processing if it has gotten wet
during an emergency. The Library will provide the Vendor with emergency
contact numbers and special procedures in the event that NLM film is
affected by a water emergency.

7.  **Insurance**

The Vendor shall provide a minimum of \$50,000 in property liability
insurance against loss or damage to NLM film while in the Vendor's
facility or in transit to or from the Library. As proof of compliance
with this requirement, the Vendor shall furnish the Library with a
certificate of insurance. The Vendor shall be liable for the cost of
replacing any film that is lost or damaged while in the Vendor's
facility or in transit to or from the Library. The Vendor shall
reimburse the Government for such replacement costs as the Library deems
appropriate within 120 workdays after notification that damage or loss
has occurred. Replacement costs shall include coverage for the assembly
of materials needed for filming (including inter-library lending as
needed to fill gaps in NLM holdings); the collation and physical
preparation of the materials; preservation microfilming; processing,
duplication and inspection of the completed film; and all related
shipping and handling charges. If film cannot be replaced because NLM is
unable to obtain the needed volumes, the Vendor shall reimburse the
Library at a rate of \$250.00 per reel.

8.  **Inspection and Acceptance**

In the event any film produced by the Vendor is found not to meet NLM
specifications, NLM will notify the Vendor that the film is
unacceptable. The Library is aware of the subjective nature of microfilm
quality evaluation and understands that duplication cannot compensate in
all instances for technical deficiencies, particularly in the case of
some older NLM camera or print masters. In the event duplicated film is
determined by the Library to be unacceptable, the Library will justify
its decision based on a review of the NLM reel, the duplicated reel(s),
and copies made from the duplicated reel(s). The Vendor shall then
re-duplicate the film or otherwise correct the specified problems at no
additional cost to the Government. Examples of problems to be corrected
include: film improperly wound; use of unacceptable spools, boxes or
string ties; incorrect or improperly printed box label information;
missing string tie wrappers; and illegible images in duplicates that are
legible in NLM film. Film rejected by NLM will be included in the next
weekly shipment to the Vendor. The Vendor shall deliver the corrected
film to the Library within five (5) working days of picking up the
rejected reels.

9.  **Reports**

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a.  **Monthly reports.**

For film produced for the Library, the Vendor shall prepare a monthly
report of Purchase Order activity containing the following information:

(a) itemized listing of all reels shipped by and produced for the
    Library within the previous month, organized by NLM shipment number,
    including generation of reel sent, generation of reel produced, and
    cost per reel;

(b) production totals and cost summary for 2^nd^ generation duplicate
    negatives produced for the Library, divided into "print masters" and
    "camera negative surrogates" (to clarify instances where the Library
    requests two duplicate negatives of the same camera master);

(c) production totals and cost summary for 3^rd^ generation negatives
    duplicated for the Library;

(d) brief summary table showing the number of reels produced for NLM and
    associated costs, for both the reporting month and the current
    Purchase Order year to date;

(e) listing of any reel(s) rejected by NLM's Quality Assurance Unit
    because of Vendor error(s), date of pickup and delivery of the
    corrected reel(s), or current status if correction is still in
    progress.

(f) a separate listing containing the following information regarding
    film produced for third party sale purposes:

> an itemized listing, organized by NLM shipment number, of all reels
> shipped by the Library and produced to fill third party sale requests
> during the previous month, including generation of reel sent by the
> Library and generation of reel (or other format, as required by the
> requesting party) produced; date received from NLM; date shipped to
> requesting party; invoice number and price (itemized to show separate
> duplication, shipping and insurance costs).

Except for the cost of producing second generation duplicate negatives
from camera masters, the Library will have no financial involvement with
microfilm sales. The Library needs the information for purposes of
program management.

Any physical problems with NLM camera master reels (e.g. torn film,
broken splices, severe scratches, etc.), even if copies have been
successfully made, shall be reported. As appropriate, an exception
report shall be included which lists any reel(s) that could not be
duplicated and the reason(s) why.

Finally, the report should contain a brief narrative describing any
other problem(s) encountered, steps taken to resolve them, and/or
suggestions for streamlining or otherwise improving Vendor or NLM
performance.

A copy of the monthly report shall be faxed or hand-delivered to the
Project Officer no later than 5:00 p.m. one working day prior to the
last day of the reporting period. This will be used by the Project
Officer to complete reports needed within the Library. Originals of the
monthly report shall be delivered to the Library on or before the 5^th^
calendar day of the following month.

b.  **Annual summary report**

The Vendor shall prepare an annual summary report, to be delivered to
the Project Officer within 10 days following the end of each completed
year of Purchase Order activity. The report shall summarize activity
within all the categories specified above for the monthly reports.

c.  **Delivery of reports**

Two copies each of the monthly and annual reports shall be delivered to:

Walter Cybulski, Project Officer

Preservation & Collection Management Section

Building 38, Room B1-E21

National Library of Medicine

8600 Rockville Pike

Bethesda, MD 20894

10. **Replication, Dissemination or Use of NLM Microfilm and Reports**

Microfilm copies produced as part of this purchase order shall only be
used as specified by the Library to fill on-site and interlibrary loan
requests and purchase requests made by third parties. Reports submitted
by the Vendor will be used for Library management purposes.

11. **Data, Data Rights, Patents, Copyright**

NLM retains the rights to all master negative film supplied to the
Vendor for copying purposes, all copies of NLM film produced by the
Vendor (except those sold to third parties), and all information
generated for reports or invoices related to this Purchase Order. No NLM
film or information related to this Purchase Order shall be used by the
Vendor, in whole or in part, for purposes other than the performance of
the tasks specified as part of this Purchase Order.

Since the work to be performed requires the Vendor to maintain records
on individuals who purchase copies of NLM microfilm, this Purchase Order
is subject to the Privacy Act and Confidentiality of Information Clause.

12. **Post-Award Administration and Monitoring**

The NLM Project Officer will closely monitor the performance of this
project through technical evaluation of the Vendor's production, and
close attention to shipment scheduling and turn-around times, reports,
invoices, and feedback from third party sale requestors.

13. **Standards of Performance**

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a.  All technical requirements, including those for film pre-duplication
    evaluation, duplication, post-duplication inspection, storage,
    handling, packaging, labeling and transport, are met.

b.  All routinely scheduled pickups and deliveries are made at
    agreed-upon days and times.

c.  All NLM film is produced and delivered within five (5) working days
    of pickup, and shipments of reels sold to third parties are made
    within five (5) or fewer working days of receipt of payment.

d.  No NLM film is mishandled, damaged, improperly stored or exposed for
    extended periods of time to temperature in excess of 72° F and/or
    relative humidity above 50% while in the Vendor's possession.

e.  The Vendor independently resolves all problems related to third
    party sale requests, including those having to do with invoices,
    shipments of reels and receipt of payments.

f.  All required reports are accurate and submitted on time.

**Appendix A: Examples of Box Labels and Labeling**

1.  **Placement of labels (flap-opening style box):**

**S02323**

**Medical Times & Gazette (etc.)**

**2. Example of serial film box print master label:**

For reels replacing deteriorated acetate masters, "CAMERA NEGATIVE
SURROGATE" would be used instead of "PRINT MASTER."

**3. Example of monograph film box service copy box label.** Most
monograph labels will include only the film number and generation. This
example also shows how NLM might specify editions in the event other
editions of the same work are filmed on separate reels.

**Appendix B: Example of "Microfilm Sales Program Fact Sheet."**

\[Note: The following example is for illustration purposes.\]

As part of its preservation program the National Library of Medicine
(NLM) is microfilming brittle serials and monographs in core medical
subjects. In addition, many non-circulating titles in the historical
collection have been filmed in response to interlibrary loan requests.
Requesters may purchase 35mm positive silver microfilm service copies of
titles NLM has filmed. Service copies will be produced by: \[Vendor\].

**Availability of microfilm**

Requestors must search NLM\'s online catalog, LOCATORplus, to determine
if microfilm is available. LOCATORplus is available on the Internet from
NLM\'s homepage at URL
[http://www.nlm.nih.gov](http://www.nlm.nih.gov/). After a record is
retrieved, select Details to display microfilm information. For
assistance, contact the Microfilm Sales Librarian.

\[Holdings\] \[Details\] \[MARC View\]

Title Abbreviation: Homeopath World

Title: The Homoeopathic world.

Publication Date(s): v. 1-67(no.1-804), Jan.1866-Dec.1932; v.97-105

(no.1117-1184), Jan. 1959-Oct./Dec. 1967.

Publisher: Rustington, Eng.\[etc.\] Health Science Press.

Description: 76 v. in illus., ports.

MESH subjects: Homeopathy Periodicals

> Notes: Issued 1933-52 with title: Heal thyself; 1953-58 with title:
> Health & you.
>
> **Microfilm. V.1-28, 30, 32-38 (1866-1893 1895,1897-1903) 29 microfilm
> reels: negative; 35mm**

NLM Unique ID: 0153463

Other ID numbers: (DNLM)H15800000(s)

**Placing orders**

Individuals may submit orders to the NLM Microfilm Sales Librarian by
mail, e-mail, or fax. Recognized institutions and commercial accounts
may submit

purchase orders. After verifying availability, NLM will forward orders
to: \[Vendor Name\].

Submit written requests to:

Microfilm Sales Librarian

Preservation & Collection Management Section

Bldg. 38, Room B1E21

National Library of Medicine

8600 Rockville Pike

Bethesda, MD 20894

Phone: 301-496-2690

Fax: 301-496-2864

mail to: microfilm_sales@nlm.nih.gov

**The following information is required:**

> Bibliographic information: Title, call number or NLM Unique ID number,
> and total number of reels.
>
> For serials, volume(s) and year(s) of publication; for monographs,
> year of publication and edition (if any).
>
> Purchaser: Name, complete street address and phone number. Provide fax
> number and e-mail address if available.
>
> Preferred means of shipping: Air Mail, Surface Mail or UPS.
>
> Copyrighted works: Written proof of copyright clearance or permission
> from the copyright holder is required for all copyrighted works. All
> works published in 1922 or earlier are in the public domain. Copyright
> law may protect Works published in 1923 or later.
>
> If order is to be charged to VISA or MasterCard, include the card
> number and expiration date.

**Cost**

Duplication: \$\_\_\_\_\_\_\_\_\_\_\_\_\_ per reel

Processing fee: Up to 5 reels: \$\_\_\_\_\_\_\_\_\_\_\_\_ per order

> 6 to 20 reels: \$\_\_\_\_\_\_\_\_\_\_\_\_ per order
>
> 21 to 50 reels: \$\_\_\_\_\_\_\_\_\_\_\_\_ per order

51 to 150 reels: \$\_\_\_\_\_\_\_\_\_\_\_\_ per order \[ etc.\]

Although several titles may appear on a reel, the minimum order is one
full reel.

**Payment and delivery**

\[Vendor\] will ship orders paid by VISA or MasterCard immediately.
\[Vendor\] will ship orders to be paid by check or money order after
payment is received. Send checks and money orders directly to
\[Vendor\]. Orders from foreign countries must be drawn on a U.S. bank
in U.S. currency, or paid by VISA or MasterCard. For purchase orders,
\[Vendor\] ships orders immediately and invoices after shipping.
Questions regarding invoices should be sent to \[Vendor\].

**Appendix C: Referenced and Relevant Standards and Recommended
Practices.**

The most recently published versions are required.

(1) [ANSI/AIIM MS14, American National Standard for Information and
    Image Management -- Specifications for 16mm and 35mm Roll
    Microfilm]{.underline}

(2) [ANSI/AIIM MS18, American National Standard for Information and
    Image Management -- Splices for Imaged Microfilm -- Dimensions and
    Operational Constraints]{.underline}.

(3) [ANSI/AIIM MS23, Standard Recommended Practice -- Production,
    Inspection, and Quality Assurance of First-Generation, Silver
    Microforms of Documents]{.underline}. 1998 or later, tutorial
    version only.

(4) [ANSI/AIIM MS43, American National Standard for Information and
    Image Management -- Recommended Practice for Operational Procedures
    / Inspection and Quality Control]{.underline}.

(5) [ISO 18901, Imaging Materials --- Processed Silver-Gelatin Type
    Black-and-White Film --- Process Specifications for
    Stability.]{.underline}

(6) [ISO 18902, Imaging Materials --- Photographic Processed Films,
    Plates, and Papers --- Filing Enclosures and Storage
    Containers.]{.underline}

(7) [ISO 18906:2000 Imaging materials --- Photographic films ---
    Specifications for safety film*.*]{.underline}

(8) [ISO 14523:1999. Photography --- Processed photographic materials
    --- Photographic activity test for enclosure
    materials*.*]{.underline}

(9) [ISO 18928 Imaging materials --- Unprocessed photographic films and
    papers --- Storage practices*.*]{.underline}

(10) [ISO 18911:2000 Imaging materials --- Processed safety photographic
     films --- Storage practices*.*]{.underline}

> ANSI/PIMA and ISO Documents are available from the American National
> Standards Institute, 11 West 42^nd^ Street, New York, NY 10036
> ([http://www.ansi.org;]() paper copies of documents are available from
> Global Engineering Resources, http://global.ihs.com/). AIIM documents
> are available from the Association for Information and Image
> Management International, 1100 Wayne Ave., Suite 100, Silver Spring,
> MD 20910 (http://www.ecmsource.com/).
>
> **Appendix D: Examples of Shipping Manifest and Property Pass
> (available upon request)**

[^1]: [ISO 18902, Imaging Materials -- Processed photographic films,
    plates and papers -- Filing enclosures and storage
    containers]{.underline} (Geneva, Switzerland: ISO, 2001). Available
    from the American National Standards Institute (ANSI):
    <http://webstore.ansi.org/ansidocstore/product.asp?sku=ISO+18902%3A2001>

[^2]: [ISO 14523, Photography -- Processed photographic materials --
    Photographic activity test for enclosure materials]{.underline}
    (Geneva, Switzerland: ISO, 1999). Available from ANSI:
    <http://webstore.ansi.org/ansidocstore/product.asp?sku=ISO+14523%3A1999>

[^3]: [ANSI/AIIM MS23-1998, Standard Recommended Practice -- Production,
    Inspection, and Quality Assurance of First-Generation, Silver
    Microforms of Documents]{.underline} (Silver Spring, MD: Association
    for Information and Image Management International, 1998). Available
    from ANSI:
    [http://webstore.ansi.org/ansidocstore/product.asp?sku=ANSI%2FAIIM+MS23%2D1998](http://webstore.ansi.org/ansidocstore/product.asp?sku=ANSI%2FAIIM+MS23-1998)

[^4]: [ISO 18911, Imaging materials -- Processed safety photographic
    films -- Storage practices]{.underline}. (Geneva, Switzerland: ISO,
    2000). Available from ANSI:

    <http://webstore.ansi.org/ansidocstore/product.asp?sku=ISO+18911%3A2000>

[^5]: op. cit. (see note 3), pp. 38-39.

[^6]: op. cit., p. 40.

[^7]: [ISO18901, Imaging Materials -- Processed silver-gelatin type
    black-and-white film -- specifications for stability]{.underline}
    (New York, NY: American National Standards Institute).

[^8]: [ANSI/ISO IT9.28, Imaging Materials -- Unprocessed Photographic
    Films and Papers -- Storage Practices]{.underline} (New York, NY:
    American National Standards Institute). In process of being
    re-designated [ISO 18928]{.underline}.

[^9]: Guidance is provided in [ANSI/AIIM MS43, Operational Procedures --
    Inspection and Quality Control of Duplicate Microforms and from
    COM]{.underline} (Silver Spring, MD: Association for Information and
    Image Management International, 1998).

[^10]: op. cit., p. 29, including "Notes."

[^11]: op. cit., p. 31.

[^12]: [SMPTE Recommended Practice RP15, Calibration of Densitometers
    used for Black-and-White Photographic Density
    Measurements]{.underline} (White Plains, NY: Society of Motion
    Picture and Television Engineers).

[^13]: [ANSI/AIIM MS18-1992 (Revised 1997), Information and Image
    Management -- Splices for Imaged Film -- Dimensions and Operational
    Constraints]{.underline} (Silver Spring, MD: Association for
    Information and Image Management International, 1997).

[^14]: op. cit., note 2.

[^15]: op. cit., note 1.

[^16]: op. cit., note 2.

[^17]: op. cit., see note 4.