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

I. 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.

B. 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 58F - 62F (e.g. 60F, +/- 2F)
	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.
 
II. Vendor Requirements

A. General Requirements

1. 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.

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

B. 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 189021 and ISO 14523.2  Plastic reels shall be free of mold-release agents and plasticizers, as noted in ANSI/AIIM MS23.3  Boxes and wrappers shall meet all requirements of the latest published versions of ISO 1892, ISO 14523, and ISO 18911.4  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

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, 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, 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).

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 ISO18901.7  Unprocessed raw stock shall be stored according to the latest published revision of  ISO18928.8

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.  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, 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 RP15.12  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 MS18.13  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 and ISO 18916.14  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 18902.15  The Vendor shall provide NLM with a copy of Photographic Activity Test (PAT) results (see ISO 18916)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 ? 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.

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 18911.17  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

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 2nd 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 3rd  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 5th 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

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.  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 
(2) ANSI/AIIM MS18, American National Standard for Information and Image Management ? Splices for Imaged Microfilm ? Dimensions and Operational Constraints.
(3) ANSI/AIIM MS23, Standard Recommended Practice ? Production, Inspection, and Quality Assurance of First-Generation, Silver Microforms of Documents.  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.
(5) ISO 18901, Imaging Materials ? Processed Silver-Gelatin Type Black-and-White Film ? Process Specifications for Stability.
(6) ISO 18902, Imaging Materials ? Photographic Processed Films, Plates, and Papers ? Filing Enclosures and Storage Containers.
(7) ISO 18906:2000 Imaging materials ? Photographic films ? Specifications for safety film.
(8) ISO 14523:1999. Photography ? Processed photographic materials ? Photographic activity test for enclosure materials.
(9) ISO 18928 Imaging materials ? Unprocessed photographic films and papers ? Storage practices.
(10) ISO 18911:2000 Imaging materials ? Processed safety photographic films ? Storage practices.

ANSI/PIMA and ISO Documents are available from the American National Standards Institute, 11 West 42nd 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 (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 (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 (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
4 ISO 18911, Imaging materials ? Processed safety photographic films ? Storage practices.  (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.
7ISO18901, Imaging Materials ? Processed silver-gelatin type black-and-white film ? specifications for stability (New York, NY: American National Standards Institute).
8 ANSI/ISO IT9.28, Imaging Materials ? Unprocessed Photographic Films and Papers ? Storage Practices (New York, NY: American National Standards Institute).  In process of being re-designated ISO 18928.
9  Guidance is provided in ANSI/AIIM MS43, Operational Procedures ? Inspection and Quality Control of Duplicate Microforms and from COM (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 (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 (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.
??

??

??

??

21
    

1