National Library of Medicine
Preservation and Collection Management Section







OFFSITE COLD / COOL STORAGE FOR FILM AND MAGNETIC TAPE





















PO # 467-MZ-302002
Awarded September 5, 2003
S:\psd\pres\contracts\OffsiteStorFilmMagTapePO.doc

I.	INTRODUCTION / BACKGROUND AND GENERAL INFORMATION

The National Library of Medicines mission is to collect, preserve and disseminate biomedical information.  In support of this mission, the Library has assembled one of the most valuable collections of biomedical literature in the world.  To ensure that the collections remain available for future use, the Library has developed a comprehensive preservation program which includes the monitoring of its storage environments.  Housing collections under stable conditions of temperature and relative humidity and protecting them from exposure to ultraviolet light, specific gaseous pollutants and airborne particulate matter are among the most effective preservation measures known.

Included in the NLM collections are motion picture films purchased by or donated to the Library and NLM-produced microfilm.  To meet the Librarys long term preservation needs for this sensitive film material, secure and environmentally stable storage within specific temperature and humidity ranges is needed for reels of archival motion pictures (by archival is here meant the lowest generation original copies of motion picture reels purchased by or donated to NLM) and reels of camera master 35mm silver gelatin high contrast, continuous tone and color microfilm.

The Librarys long term preservation goals are essentially to place the film in carefully managed and closely monitored storage conditions that provide the ranges of temperature and relative humidity recommended for their extended term survival, protect them from exposure to airborne particulate matter and pollutants, and guarantee that copies will be available to create replacements in the event that copies stored at NLM are lost, damaged or destroyed.  A contract for the off-site controlled climate cool vault storage of 35mm silver gelatin camera negative microfilm was first awarded in 1989.  A contract for the storage of 16mm and 35mm motion picture film cold vault storage, with an appended anteroom for conditioning film, was first awarded in 1993.  Cold storage is critical for motion picture film, and especially for any color film, because it significantly reduces the rate at which the color dyes fade.

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

A. General Requirements

1.	Independently, and not as an agent of the Government, the contractor shall furnish all vehicles, equipment, materials, furniture, space, personnel and services (except as otherwise specified herein) necessary for the extended term controlled temperature and relative humidity storage of archival motion picture film, camera master 35mm silver gelatin high contrast, continuous tone and color microfilm and additional NLM-owned material as required, and for the safe pickup of materials from NLM and delivery of materials from the storage facility to NLM on an as-needed basis, and shall perform the work set forth below.

2.	All work performed under this contract shall be monitored by the Project Officer or Alternate Project Officer, whose roles are defined elsewhere in this contract.

B. Specific Requirements

1.	Cold Storage Vault

The NLM cold storage vault shall be a private, secure, below-ground space of approximately 750 square feet, suitable for the extended term storage of motion picture film and color microfilm and customized according to NLMs specifications in a geographic area remote from contamination by airborne urban/industrial pollutants; separate from offices, other permanent or temporary storage facilities or other work areas in the contractors facility; and with its own separately controlled NLM-approved HVAC system that provides preservation quality filtration of intake air.  Appended to this vault shall be an anteroom of approximately 100 square feet to be used for conditioning the film prior to shelving in or subsequent to removing film from the vault.  The door between the main vault and the anteroom shall be insulated to minimize the transfer of heat or refrigerated air between the two areas.

2.	Cold Vault Storage Environment: Temperature & Relative Humidity

a. Temperature:

The temperature within the 750 sq. ft. cold vault shall be maintained at all times as follows:  35 degrees Fahrenheit, with cycling of no more than +/- 2 degrees within a 24 hour period.


The temperature within the 100 sq. ft. cold vault anteroom shall be maintained at all times as follows: 55 degrees Fahrenheit, with cycling of no more than +/- 2 degrees within a 24 hour period.

      b.	Relative Humidity (RH):

The relative humidity (RH) within the 750 sq. ft. cold vault shall be maintained at all times as follows: 25% RH, with cycling of no more than +/- 5% within a 24 hour period.

The relative humidity (RH) within the 100 sq. ft. cold vault anteroom shall be maintained at all times as follows: 40% RH, with cycling of no more than +/- 5% within a 24 hour period.

3.	Cool Storage Vault

The NLM cool storage vault shall be a private, secure, below-ground space of approximately 1,500 square feet, suitable for the extended term storage of silver gelatin high contrast and continuous tone camera master microfilm and customized according to NLMs specifications in a geographic area remote from contamination by airborne urban/industrial pollutants; separate from offices, other permanent or temporary storage facilities or other work areas in the contractors facility; and with its own separately controlled NLM-approved HVAC system that provides preservation quality filtration of intake air.

4.	Cool Storage Vault Environment: Temperature and Relative Humidity

      a.	Temperature

The temperature within the 1,500 sq. ft. cool storage vault shall be maintained at all times as follows: 55 degrees Fahrenheit, with cycling of no more than +/- 2 degrees within a 24 hour period.

      b. 	Relative Humidity (RH):

The relative humidity (RF) within the 1,500 sq. ft. cool storage vault shall be maintained at all times as follows: 30% RH, with cycling of no more than +/- 5% within a 24 hour period.



5.	Air Quality and Air Pressure

There shall be a minimum 10% influx of filtered fresh air at all times into the NLM cool and cold vaults.  There shall be a slightly positive air pressure in the NLM cool and cold vaults at all times.

Filters used for the removal of airborne particulate matter shall positioned in the HVAC systems in such a way that they will filter incoming air in close proximity to its point(s) of entry into the microfilm vault and motion picture vault/anteroom complex.  The filters shall have an ASHRAE weight arrestance efficiency of greater than or equal to 95%.  Particulate filters shall be changed at least quarterly, or more frequently as needed to achieve the previously stated 95% efficiency rating.  Gaseous contaminants shall be controlled by means of activated charcoal filters likewise positioned in such a way that they will filter incoming air in close proximity to its point(s) of entry into the vaults and the anteroom.

For particulate matter, sulfur dioxide, nitrogen dioxide, ozone, formaldehyde and acetic acid, maximum allowable levels in both the microfilm vault and motion picture vault/anteroom complex shall be as follows1:

Contaminant		Allowable parts per billion (ppb)	Maximum limit
Particulate matter:				 				      75 g/m
Sulfur Dioxide:			0.38-3.8  ppb			   1-10 g/m
Oxides of Nitrogen:			  2.5-5.0  ppb			   5-10 g/m
Ozone:				 1.0-12.8 ppb			   2-25 g/m
Formaldehyde:			      4.0    ppb
Acetic Acid:			                 4.0    ppb

On an annual basis, the contractor shall arrange to have an independent party sample the ambient air within the NLM cool and cold vaults and anteroom for sulfur dioxide, nitrogen oxides, ozone, formaldehyde, and particulate matter.  The contractor may be required to monitor the supply air to, and ambient air within the NLM vaults and anteroom on a more frequent basis in the event that the air quality test results indicate excessive concentrations of either particulate matter or the gaseous pollutants other than acetic acid itemized above (for acetic acid testing, see following paragraph).  The subcontractor and air quality test methods used shall be approved in advance by the Library.  Written air quality test results shall be submitted in duplicate to the Project Officer.

Upon NLMs request, the contractor shall also arrange to have an independent party test for the level of acetic acid present in both vaults as directed by the Library.  Both the subcontractor and the testing method shall be approved in advance by NLM.

Acetic acid (from off-gassing acetate-based films) is detectable as a vinegar smell.  The contractor shall report detection of a vinegar odor in either vault, regardless of when testing for acetic acid has been done, to the on-site project manager, who shall inform the Project Officer by phone during the Librarys regular hours of operation.  Mold is likewise detectable by smell.  It produces a musty odor, and indicates a potentially serious problem.  NUS staff servicing the vaults shall be instructed to report the presence of mold to the on-site project manager, who shall inform the Project Officer by phone as soon as possible during the Librarys regular hours of operation.  Any mold or acetic acid odor report shall be included in the next monthly report due to be provided to the Library and shall identify the type of odor, date reported, name of person making the report.

The Library reserves the right to conduct or require, at its own expense, any additional air quality, temperature and/or humidity tests it may deem necessary in the interest of protecting the stored film

6.	Lighting

Fluorescent lighting shall be used in the NLM vaults and anteroom.  Exposure to ultraviolet light shall be controlled by keeping lights switched off at all times except when work is being performed in a given vault or in the anteroom.  Vault (and anteroom) exit doors shall be clearly indicated by lighted EXIT signs.  A battery-powered emergency backup lighting system in compliance with NFPA 101, Life Safety Code, shall be used in the vaults and anteroom.  (See also II.B.9, Electrical Power.)

7.	Documentation of Vault Conditions


a. Hygrothermograph type and placement within the vaults.  The contractor shall monitor temperature and relative humidity (RH) conditions in the NLM vaults and anteroom using properly sensitized human hair bundle hygrothermo-graphs that are factory-calibrated on an ongoing basis according to the manufacturers recommended specifications and maintenance schedule.  There shall be two hygrothermographs in each vault, and one in the anteroom.  The hygrothermographs shall be positioned as follows to best monitor actual storage conditions within the vaults:  (1) cold vault, on an empty shelf on the midmost shelf central to the stored collection, away from the vault entrance and the outer walls; (2) cold vault, on the midmost shelf of an empty storage unit along the rear outer wall of the vault away from the vault entrance; (3) anteroom, on an empty shelf away from the vault entrance and outer walls; (4) cool vault, atop a microfilm cabinet central to the stored collection away from the vault entrance and outer walls; and (5) cool vault, atop an eleven-drawer microfilm storage located along the rear outer wall toward the corner furthest away from the vault entrance.  To avoid possible maladjustment or accidental damage, hygrothermographs shall be positioned to facilitate unhindered use and maintenance.

b. Hygrothermograph calibration, cross-calibration, operation and maintenance.  The contractor shall provide the Library with verification of the date of the most recent factory calibration of the hygrothermographs and due date of the next calibration. The contractor shall determine that the pens are depositing a sufficiently dark line of ink on the data recording charts, replace pens as needed, and make certain that the hygrothermograph drums are engaged in their drive mechanisms each time the charts are changed.

The contractor shall cross-calibrate the hygrothermographs on a monthly basis using a factory-calibrated temperature/humidity recording instrument that meets with NLMs approval and adjust the hygrothermograph recording arms as required to guarantee optimal accuracy. The contractor shall provide the Library with verification of the date of the most recent factory calibration of the recording instrument.  Adjustments to the recording arms shall be indicated on the charts along with the date, time, and initials of the person making the adjustment.

c. Reporting vault conditions.  Original hygrothermograph charts and one set of copies shall be submitted as part of each monthly report.  An additional set of copies shall be retained by the contractor for reference purposes when discussing vault conditions with NLM.

The contractor shall conduct a weekly review of the previous weeks hygrothermo-graph charts.  Fluctuations of temperature in excess of two degrees Fahrenheit, and of relative humidity in excess of five percent RH above or below those specified in this SOW (see Section II.B, 2.a, 2.b, 4.a and 4.b) shall set off alarms as noted below in Section II.B.8.e. and shall be reported to one of the following (listed in priority order) during normal Library business hours as soon as possible after their occurrence:

           Walter Cybulski	301-496-2690	(Project Officer)
           Karen Sinkule	301-435-7117	(Alternate Project Officer)
           Vic Clunet		301-402-1345	(Alternate Project Officer)

The contractor shall also fax (301-435-2922), within 24 hours of occurrence, a detailed report regarding the reason for the fluctuation(s), actions taken, and confirmation that temperature and humidity conditions were stabilized within a four hour period.

All non-standard occurrences and/or problems recorded on the vault and anteroom hygrothermographs shall be annotated on the hygrothermograph charts and fully explained on the monthly reports.  Explanation shall include the contractors determination of the cause of the anomaly and the action taken to correct it.  See Section II.B.5 for additional requirements for reporting air quality in the vaults.

8.	Disaster Prevention, Detection and Emergency Procedures

      a.	Water

The walls of the storage areas of both vaults and the anteroom shall be painted with properly bonded and grounded industrial aluminum paint to prevent moisture condensation on interior surfaces or within the walls.  The floors of the vaults and anteroom shall be painted with latex exterior floor enamel.  Paints shall be in compliance with NFPA 10, Life Safety Code.  On at least a monthly basis, the contractor shall check the walls in the vaults and anteroom for signs of condensation.


A water detection alarm system that meets with NLMs approval shall be installed in both vaults in accordance with the recommendations of the alarm system manufacturer and linked to the contractor facilitys central alarm panel that is monitored by contractor staff at all times.  The contractor shall report to the Project Officer or Alternate Project Officers as soon as possible during regular Library business hours the exact time, location and magnitude of any occurrence of condensation within NLMs vaults and anteroom, of accidental discharge of the sprinkler system, or of flooding within the NLM vaults and anteroom or elsewhere in the contractors facility where standing water or moisture might adversely affect humidity conditions within the NLM vaults.  For procedures regarding actions to take in the event of a water disaster, see Section II.B.8.c and II.B.8.d, below.

The contractor shall additionally provide the Library with a full and complete written description of any occurrence of leakage or flooding in the NLM vaults or anteroom or in the contractors facility at any time while NLM materials are in storage there.
      
      b.	Fire

An ionization type automatic smoke detection system that meets with NLMs approval shall be in place in the NLM vaults and anteroom and shall be linked to the contractor facilitys central alarm panel that is monitored by contractor staff at all times.  The system must be U.L. approved and in compliance with NFPA 72, National Fire Alarm Code.  All vent openings shall be equipped with Class A three hour fire rated smoke dampers, and the entrances to the vaults shall be by way of Class A three hour (minimum) fire rated steel doors meeting NFPA 80, Standard for Fire Doors and Windows.

A pre-action (dry-pipe) sprinkler system that meets NFPA 13, Standard for the Installation of Sprinkler Systems, and is pre-approved by NLM shall be in place in the vaults and the anteroom. The contractor shall be in compliance with the latest available published editions of the NFPA material referenced in the SOW.

The contractor shall locate, mount and maintain portable fire extinguishers meeting NFPA 10, standard for Portable Fire Extinguishers, in the vaults and anteroom.  As noted below in Section II.B.8.E, the sprinkler system shall be inspected in compliance with NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems.


The contractor shall ensure that trained fire personnel are available to respond immediately to a fire in either of the NLM vaults or in the anteroom.  The contractor shall report immediately to the Project Officer or First or Second Alternate Project Officers the date, time and magnitude of any occurrences of smoke or fire, whether from within or from without, affecting the NLM vaults or anteroom.  In the event a smoke or fire incident impacting on the vaults or anteroom, the contractor shall follow disaster recovery instructions outlined in Section II.B.8.c (below).

The contractor shall additionally provide the Library with a full and complete written description of any occurrence of fire in the NLM vaults or anteroom or elsewhere in the contractors facility at any time while NLM materials are in storage there.
      
      c.	Emergency Procedures

If leakage or flooding occurs in the NLM vaults or anteroom to the extent that NLMs stored materials get wet, or if a fire has been extinguished resulting in NLMs stored materials getting wet, the contractor shall immediately notify one of the following, listed in priority order:
                                 HOME				WORK

           Walter Cybulski	301-570-3363		     301-496-2690
           Karen Sinkule	301-986-4740		     301-435-7117
           Vic Clunet		301-625-2954		     301-402-1345
           Margaret Byrnes	301-493-8346		     301-435-7110
           Mary Kate Dugan	202-686-1277 (before 9 pm)    301-435-7113
                            202-362-6435 (after 9 pm)

The above numbers are listed solely for the specified purpose and are not to be made available outside of this contract.

If flooding or leakage is restricted to the floor level below storage shelving, does not come into contact with any of NLMs stored materials and can be readily controlled and cleaned up, and temperature and humidity can be brought back to within the ranges specified in this SOW (see Section II.B, 2.a, 2.b, 4.a and 4.b) within a 4 hour period, the contractor shall notify one of the following (listed in priority order) during normal Library business hours:

           Walter Cybulski	301-496-2690	(Project Officer)
           Karen Sinkule	301-435-7117	(Alternate Project Officer)
           Vic Clunet		301-402-1345	(Alternate Project Officer).

The contractor shall also fax (301-435-2922), within 24 hours of occurrence, a detailed report regarding the water emergency, actions taken, and confirmation that temperature and humidity conditions were stabilized within a four hour period.

The contractor shall take the following steps in the event of a water emergency that results in NLM materials getting wet:

i.	Stop water from coming into areas where NLM material is stored.  Once the problem has been corrected and an electrician has determined that there is no electrical /water hazard, use one or more portable dehumidifiers and large portable fans as needed to circulate and dry the air inside the vault, working to bring humidity and temperature conditions back to the levels specified in this SOW (see II.B.2a, II.B.2b, II.B.4a and II.B.4b above).

ii.	When it has been determined that the vault can be safely entered and worked in, protect the remaining dry cabinets or drawers containing boxes of microfilm reels, cans of motion picture film or other stored materials by covering them with inert heavy (5 mil) plastic sheeting.  The sheeting shall be placed over the dry cabinets, drawers, loose boxes or cans or other cartons or containers and sealed with heavy duty packing tape in such a way that any potential additional incoming water is completely prevented from coming into contact with the protected materials.  All plastic covering shall be removed immediately upon the contractors determination that there is no further water damage danger to the materials.

iii.	In the event that the water problem is not likely to be immediately controlled, the contractor shall consult with the Library to determine if NLMs materials should be removed and placed in another vault within the contractors facility that provides environmental storage conditions the Library deems acceptable.

iii.	Inventory all NLM reels of film by NLM storage numbers that have to be removed to other locations within the vaults or contractors facility and keep them in an order that will make it possible to return them to their proper storage locations.

      d.	Recovery Procedures


i.	Drying wet microfilm and motion picture reels.  All wet microfilm reels and motion picture reels shall be dried within 48 hours by experienced film technicians at a film processing laboratory of NLMs choice.  NLM will provide the contractor with the names, addresses and phone numbers of film processing facilities deemed suitable for the salvage of NLMs materials.  Because of the sensitivity of color dyes, priority shall be given to color film. In the event that any wet NLM film cannot be dried within 48 hours, the contractor shall immediately contact, in the order listed, one of the NLM personnel listed at the beginning of II.B.8.c.

ii.	Procedures for the Salvage of Wet Containers - Microfilm.  Wearing plastic gloves at all times, carefully remove microfilm reels from any boxes that have gotten entirely or partially wet.  Do not unspool the film from the reel.  If NO water has come into contact with wet microfilm, wipe any moisture from the plastic spool with a clean lint-free cloth, secure the film on the spool with an acid-free string tie, and place the film in a new NLM-approved preservation quality acid-free box.  The contractor shall keep a supply of 500 acid-free microfilm string ties and boxes pre-approved by the Library in the NLM vault for emergency use.  Immediately write the film storage number onto the new microfilm box.  Upon receiving a list of the NUS numbers involved, NLM will provide the contractor with new labels.

Procedures for the Salvage of Wet Containers - Motion Picture Film.  If NO water has come into contact with motion picture films, wipe the cans dry with an untreated lint-free cloth, record the information from the can labels as needed and request new can labels from the Library.

Under no circumstances is any surface of any wet NLM film to be wiped dry.

Return the microfilm or motion picture film in dry containers to the NLM microfilm vault as soon as temperature and relative humidity have been restored to the levels specified in the SOW (see II.B.2a, II.B.2b, II.B.4a and II.B.4b, above).  If necessary, and only with NLMs prior authorization, move the film to a temporary location in the contractors facility that provides environmental storage conditions the Library deems acceptable.

iii.	Procedures for the Salvage of Wet Film - Microfilm.  If microfilm is wet, remove the film as wound on its plastic reel from the wet box and copy the film storage number onto an inventory sheet. Do not attempt to unspool or wipe off any of the wet microfilm.  Completely submerge the reel of film in a lidded, dark container and cover completely with cool (below 65?F at all times), clean water.  Remove the wet boxes from the vault and discard them.  Do not let wet microfilm air-dry. 


Procedures for the Salvage of Wet Film - Motion Picture Film.  If water has gotten inside a motion picture film can, immediately fill the can with clean, cool (below 65?F) water until it can be handled for drying by an experienced film processing technician.  Do not attempt to pick up or wipe off the film or unwind any portion of the film from the core.  Completely submerge the water-filled can containing the film in a lidded, dark container and cover completely with cool (below 65?F), clean water. Do not let wet motion picture film air-dry.

Containers used for the immersion and transport of wet film shall be: made of materials that will in no way affect the film; not used for any other purpose and wiped clean before being used for film salvage; sturdy enough to support the combined weight of the film and water placed inside them; and capable of being closed securely so that film will not be spilled out during transport to a film processing facility that meets with NLMs approval.  Heavy duty wheeled plastic garbage cans with screw-lock lids are recommended to facilitate transport.  Water shall be kept cool (below 65?F) at and completely cover all the film at all times in any container used for this purpose. Containers shall be filled only to a level that makes it feasible to move them without risk of breakage, collapse, spillage or injury to the contractors staff.  Containers used for this purpose shall not permit the entry of light when covers are securely in place.  Containers shall be tightly closed immediately after filling and not opened except at the film processing agency for drying.  A copy of the microfilm storage number list or list of motion picture film numbers matching the contents of the container shall be secured to the container using heavy duty packing tape.
      
      e.	Malfunctioning of HVAC Equipment
      
An alarm system that meets with NLMs approval shall be in place in the NLM cool vault to alert the contractor to the following conditions:
           	temperature in vault rises above 57 degrees Fahrenheit
           	temperature in vault drops below 53 degrees Fahrenheit
           	RH in vault rises to 35%
           	RH in vault drops to 25%.
           
An alarm system that meets with NLMs approval shall be in place in the NLM cold vault to alert the contractor to the following conditions:
           	temperature in vault rises to 37 degrees Fahrenheit
           	temperature in vault drops to 33 degrees Fahrenheit
           	RH in vault rises to 30%
           	RH in vault drops to 20%.
           

The cold vault alarm system shall also alert the contractor to the following anteroom conditions:
           	temperature in anteroom rises 60 degrees Fahrenheit
           	temperature in anteroom drops to 50 degrees Fahrenheit
           	RH in anteroom rises to 45%
           	RH in anteroom drops to 35%.

The alarm systems for both vaults and anteroom shall be linked to the contractor facilitys central alarm panel that is monitored by contractor staff at all times. Should the HVAC equipment require repair that cannot be completed before the temperature or humidity levels in the vaults exceed those itemized above in Sections II.B.2a, II.B.2b, II.B.4a and II.B.4b, the contractor shall notify the Project Officer or Alternate Project Officers as soon as possible during normal Library business hours. The Library shall determine if arrangements need to be made to provide NLMs materials with alternate storage space within the contractors facility with environmental storage conditions that the Library deems acceptable.  See also II.B.10, below.

      f.	Safety Inspection

On a semi-annual basis, the contractor shall conduct safety inspections of the NLM vaults.  Inspections shall include tests of smoke and water detection alarms and determination that all safety mechanisms (fire extinguishers, exit signs, emergency lighting) are in compliance with manufacturers instructions and maintenance schedules and are in good working order.  Inspection of the fire alarm system shall be in compliance with NFPA 72, National Fire Alarm Code.  Inspection of fire extinguishers shall be in compliance with NFPA 10, Standard for Portable Fire Extinguishers.  Inspection of the sprinkler system shall be in compliance with NFPA 25, Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems.  The contractor shall include in each monthly report the results of inspections and tests conducted within the preceding 30 days and a description of any actions taken to correct conditions deemed by the contractor to be potentially hazardous to NLMs stored materials.

9.	Electrical Power

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


Battery-powered emergency lighting units and lighted exit signs shall be installed above the vault and anteroom exit doors.

There shall be at least two U.L. approved duplex electrical outlets installed in accessible locations in both vaults and in the anteroom.

10.	Equipment Maintenance, Repair and Replacement

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

11.	Security

The contractor shall provide on-site security services for all NLM contracted space on a 24 hour per day, 7 days per week basis.  U.L. approved intrusion alarm systems that meet with the Librarys approval shall be in place for the vaults and anteroom and shall be linked to the contractor facilitys central alarm system and monitored by contractor staff at all times.  The vaults and anteroom shall be kept locked at all times.  Only authorized NLM and contractor personnel shall be allowed access.  Exceptions must be approved in advance by the Library.  Authorized NLM personnel are:

           Walter Cybulski	Project Officer
           Karen Sinkule	First Alternate Project Officer
           Vic Clunet		Second Alternate Project Officer

12.	Transportation, Packing, Handling, Mailing and Overnight Shipping

The contractor shall be responsible for delivering stored reel(s) of motion picture film and/or microfilm requested by NLM to the Library in their original packaging within 2 days of NLMs submission of the request, and for picking up shipments of motion picture and/or microfilm and/or additional materials to be stored in the vaults within 4 days of NLMs notification of the availability of the shipment.  The contractor shall notify the Project Officer or First or Second Project Officer immediately in the event of any projected or unanticipated delays in film pickup or delivery schedules.

Vehicles.  All NLM material shall be transported in the contractors vehicles.  The Librarys shipment needs vary.  Air-conditioned trucks capable of transporting capacities of 3, 50, 100 and up to 450 cubic feet are required. The 450 cubic feet capacity refrigerated truck may be needed to transport large quantities of motion picture film (the term refrigeration refers to the air conditioning of the cargo area of a truck, as opposed to the cab).  The cargo areas of all vehicles used to transport NLM motion picture film and microfilm shall be air-conditioned and dry.  At no time while NLM film is in transit shall the temperature in the cargo area of an air-conditioned (or refrigerated if so termed) vehicle exceed 70?F.  Humidity within the air-conditioned truck shall not exceed 50% RH.  The contractors vehicles shall be equipped with fire extinguishers.  The cargo area shall be kept locked whenever NLM film is being transported to or from the contractors facility. All drivers must be bonded and security cleared.  Film transported from the Library to the contractors facility shall be placed within the appropriate NLM vault within 24 hours of arrival.  Conditions in any staging area used to pack, unpack or sort transported film shall not exceed 70?F and 50% RH.

The contractor shall have in place at all times contingency plans for meeting pickup or delivery schedules in the event that the contractors vehicle breaks down and for making sure temperature does not exceed 70?F in the cargo area in the event that the vehicles air-conditioning system malfunctions while NLM film is in transit.


Film shipped to the contractors facility will be packed as appropriate by NLM staff.  Microfilm reels wound on inert plastic reels, secured with acid-free button-and-string ties, and enclosed in an acid-free storage boxes identified by contents labels with storage numbers written in large numbers with magic marker on their sides, will typically be packed in cardboard boxes (maximum 50 reels per box).  Motion picture film housed in labeled ventilated metal cans will be kept flat at all times and will be placed in cardboard boxes (maximum 10 reels per box) or in contractor-supplied secure unbreakable rigid inert plastic cooler chests.  Loose cans shall be wrapped in bubble wrap and secured with packing tape.  Empty space in containers shall be filled with loosely crumpled bubble wrap in such a way that film boxes or cans are secure and will not be accidentally opened during shipment.

All outgoing NLM material will be accompanied by a complete item-specific invoice of the shipments contents, including a clearly identifiable box contents manifest secured to the outside of each container or box.  Packed and inventoried shipments will be delivered by NLM staff to the Librarys loading dock, Building 38, North entrance, prior to the scheduled pickup time.  The contractor shall be responsible for providing all pallets, dollies and staff needed to load the vehicle.  Pickup shall be made at the North loading dock, Building 38, National Library of Medicine, 8600 Rockville Pike, Bethesda, MD 20894.

Film recalled from the contractors facility shall be packed by the contractor in such a way that will secure the items and protect them from damage.  Microfilm reels in the original numbered and labeled packaging provided by NLM (or repackaged and relabeled as the result of water or fire damage to the original packaging) shall be placed in shipping cartons (maximum 50 reels per box) provided by the contractor.  Motion picture reels in the original labeled ventilated metal cans provided by NLM (or relabeled replacements resulting from water or fire damage to the original cans) shall be kept flat at all times and placed in secure unbreakable rigid inert plastic contractor-supplied cooler chests.  Small quantities of loose reels or individual film cans shall be wrapped in bubble wrap and secured with packing tape.  Empty space in containers shall be filled with loosely crumpled bubble wrap in such a way that film boxes or cans are secure and will not be accidentally opened during shipment.


Shipping containers:
           	shall secure all films but shall not be packed too tightly
           	shall be maintained in an upright orientation at all times
           	shall be moved in a safe and careful manner at all times
	shall not be left in uncontrolled environments before, during or after transport
	shall be carefully packed and unpacked and individual reel cans and boxes handled carefully during any sorting or shelving operation.
All material being shipped by the contractor shall be accompanied by a complete item-specific invoice of the shipments contents, including a clearly identifiable box contents manifest secured to the outside of each container or box.  Delivery shall be made to the North loading dock, Building 38, National Library of Medicine, 8600 Rockville Pike, Bethesda, MD 20894.  Delivery of recalled items during normal Government working hours (8:30 a.m. to 5:00 p.m., Monday through Friday) shall be made to the Preservation and Collection Management Section, Building 38, Room B1-E21 by way of the North loading dock entrance.  Deliveries after normal Government working hours are to be made to the Building 38 Security Office, Building 38, North entrance, adjacent to the loading dock.  NLM staff will inform NIH Security of the date, approximate arrival time, and provide them with a listing of the contents of the incoming shipment.

Handling.  The contractor shall handle NLMs microfilm and motion picture film with care at all times during onloading, transport, offloading, packing, unpacking, sorting, shelving and retrieval operations carried out by contractor staff.  The Library expects that the contractor will have instructed transportation and facility staff in the proper care and handling of client microform and motion picture film shipments.  No food, drink or smoking shall be allowed in the vaults or anteroom, in the contractors shipping, handling, staging or temporary emergency storage areas, or in the cargo areas of the contractors vehicles.  The contractor shall not open film cans or boxes or unseal cartons labeled Do Not Unpack unless specified in advance by the Library.
All microfilm shall be filed as soon as possible upon delivery to the contractors facility in storage number order.  Numbers that are duplicated or missing from a sequence of delivered film shall be reported by fax to the Project Officer (301-496-2864) as soon as possible during regular Library working hours and itemized in the next due monthly report.  The contractor shall similarly report any duplication or other numbering discrepancy noted during routine storage and retrieval of the NLM microfilm.


Motion picture film shall be organized in numerical order, in a manner that facilitates easy access, retrieval and replacement, in stacks no higher than eight (8) cans and limited to 48 cans per shelf.  All other NLM materials shall be stored as specified by the Library.

Mailing and Overnight Shipping.  As needed by the Library, the contractor shall provide mailing and overnight shipping service via U.S. Postal Service, FedEx, &c.  The contractor shall bill the Library separately for packing and handling (using labor hours) and the actual mailing or shipping cost.

14.	Vault Cleaning

The contractor shall be responsible for cleaning the NLM vault on an annual basis or more frequently as requested by the Library.  Under no circumstances shall any water be used.  Floors and cabinet exteriors shall be cleaned using only HEPA-filtered vacuum cleaners.

15.	Shelving and Furniture

The motion picture vault shall have sufficient shelving to house up to 3,000 cubic feet of NLM movie film.  Shelving shall meet with the Librarys approval and be adjustable and capable of accommodating film cans and cartons of varying sizes.  The shelving shall be sufficiently sturdy to support the weight of the film and shall not exceed 7 feet in height.  It shall be made of noncombustible and noncorrosive materials that will have no harmful effects on silver photographic film.

The microfilm vault shall have sufficient room to accommodate a sufficient number of microfilm storage cabinets and drawers to hold over 40,000 reels of boxed microfilm, as well as additional microfilm drawers as needed to store future shipments of film.  The Library will purchase microfilm storage cabinets as needed and have them shipped to the contractors facility.  The contractor shall carefully unpack and place the cabinets and install them in the Cool Vault, billing the Library at the hourly labor rate for the installation work.  The contractor shall replace any microfilm cabinets that are damaged by the contractors staff from the time the cabinets arrive at the contractors facility until the cabinets are installed and fully functional.

Upon the Librarys request, the contractor shall provide price and availability information for additional shelving (e.g. for the storage of magnetic tape cassettes), and subsequently purchase and install shelving that meets with the Librarys approval, billing the Library separately for the shelving (including freight costs to ship the shelving to the contractors facility) and installation work.

All shelving purchased by the Library shall be constructed of non-corrosive, non-combustible metal and of sufficient quality to provide extended term storage.  The finish on the drawers shall be durable and guaranteed by the manufacturer to be incapable of producing any harmful effects on silver-gelatin microfilm.  Upon request, the contractor shall provide the Library with a copy of the shelving manufacturers product description and specifications.

16.	Inventories and Reports

      a. Inventories

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

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

                  Walter Cybulski
                  Preservation & Collection Management Section
                  Building 38, Room B1-E21
                  8600 Rockville Pike
                  Bethesda, MD 20894	

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

i.) one set of originals and one set of copies of labeled and annotated hygrothermograph charts documenting temperature and RH levels in the motion picture storage vault/anteroom complex and the microfilm storage vault listing the reason(s) for any vault temperature/RH anomalies that may have occurred during the reporting period and indicating any adjustments made to the instruments recording arms as a result of cross-calibration (see also II.B.7).

ii.) narrative description of all work performed during the reporting period, problems encountered, including the detection of any musty or vinegar-like odors, and corrective actions taken;

iii.) itemized billing for the preceding thirty (30) days, including a listing of all invoices issued by the contractor to the Library during the reporting period, the invoice date, amount and reason;

iv.) separate listings of the total number of cans of motion picture film received, the total number of reel of microfilm received, and the total number of other items received (specified by category) during the reporting period;

v.) separate listings of the total number of cans of motion picture film and reels of microfilm returned to the Library, as well as those not yet returned by the Library to NUS, during the reporting period;


vi.) separate listings of the total number of cans of motion picture film, reels of microfilm and other NLM materials in storage, together with accounts of duplicated numbers, gaps or other discrepancies in storage numbering sequences, and updates of the amount of unused storage space currently available (expressed in drawers);

vii.) count of the number of new microfilm storage drawers purchased at the express direction of the Library and installed during the reporting period;

viii.) confirmation that all maintenance, security, water detection, alarm system and air quality inspections and tests have been performed during the reporting period as required by the Statement of Work.
      
      
      
            b. Monthly Reports to the Contracting Specialist

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

                  Kala Shankar
                  Contracting Specialist
                  National Library of Medicine
                  Office of Acquisitions Management
                  Building 38A, Room B1N17
                  8600 Rockville Pike
                  Bethesda, MD 20894

            c. Annual Reports

The contractor shall prepare and submit to the Contracting Officer and Project Officer (mailing addresses listed above) copies of an annual report in draft form 15 (fifteen) workdays prior to the delivery date for the final version of the annual report.  The Project Officer shall review the draft report and provide the Contracting Officer with comments within 5 (five) workdays after receipt.  The annual report shall be corrected by the contractor, if necessary, and the final version delivered in accordance with the Deliveries section of the contract.  Annual reports shall include, but not be limited to, the following:

i. cumulative totals for all items reflected in the most recently completed contract periods monthly reports,


ii. cumulative totals for all items reflected in the entire contract to date, and

iii. any recommendations concerning methods to improve contract tasks (e.g. shipping or reporting procedures).

            d. Final Report

The contractor shall prepare and submit to the Contracting Officer and Project Officer copies of the final report in draft form 15 (fifteen) days prior to the delivery date for the final version of the annual report.  The Project Officer shall review the draft and provide the Contracting Officer with comments within  5 (five) days after receipt.  The final report shall be corrected by the contractor, if necessary, and the final version delivered in accordance with the Deliveries section of the contract.  Final reports shall include, but not be limited to, the following:

i. cumulative totals for all items reflected in the most recently completed contract periods monthly reports,

ii. cumulative totals for all items reflected in the monthly and annual reports for the entire contract, and

iii. any recommendations concerning methods to improve contract tasks (e.g. shipping or reporting procedures).

17. Standards of Performance

The contractor shall meet all terms specified in the Statement of Work.  Particular attention must be paid to the following requirements:

a.	Maintaining the specified ranges of temperature and humidity in both vaults and the anteroom.

b.	Maintaining the specified air quality conditions (filtration of particulate matter and pollutants) in both vaults and the anteroom.

c.	Maintaining the specified ranges of temperature and humidity in the cargo areas of the contractors vehicles at all times when NLM materials are being loaded on or off, and when in transit.


d.	Handling and shipping film containers carefully at all times to minimize the possibility of loss or damage.

e.	Meeting all schedules for equipment maintenance and periodic testing of detection systems and air quality.

f.	Meeting all schedules for pickup and delivery.

g.	Meeting all schedules for written reports.

h.	Reacting and responding quickly, and in accordance with NLMs instructions, in the event of a water- or fire-based or other disaster in the contractors facility involving, or potentially involving, the Librarys stored materials.
          1Particulate matter limit taken from Preservation of Historical Records (Washington, DC: National Academy Press, 1986), Table 3-3.  Limits for Sulfur Dioxide, Oxides of Nitrogen and Ozone are from Lull, William P. and Paul N. Banks, Conservation Environment Guidelines for Libraries and Archives (Ottawa: Canadian Council of Archives, 1995), Table 2.  Formaldehyde and Acetic Acid limits were obtained from the National Archives and Records Administration.
23