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R -- Underground Storage of Collection Materials

Notice Date
Notice Type
Combined Synopsis/Solicitation
493190 — Other Warehousing and Storage
Contracting Office
Department of Health and Human Services, National Institutes of Health, National Library of Medicine, 8600 Rockville Pike, Bethesda, Maryland, 20894
ZIP Code
Solicitation Number
Response Due
Archive Date
Point of Contact
Kimberly Pringle,, Phone: 301-496-6546, Uyen H Phuong,, Phone: 301-496-6127
E-Mail Address
kp271m@nih.gov, phuongu@mail.nih.gov
Small Business Set-Aside
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 12.6 as supplemented with additional information contained in this notice. This procurement is being conducted under Simplified Acquisition Procedures in accordance with FAR Part 13.5. This solicitation document and incorporated provisions and clauses are those in effect through the June 12, 2008 Federal Acquisition Regulation revision, which includes the consolidation of all Federal Acquisition Circulars through 2005-26. This acquisition is NOT a small business set-aside and the NAICS code is 493190. This announcement constitutes the formal Request for Quotation (RFQ) and no additional written solicitation will be issued. The National Library of Medicine has a requirement for the following services: (1) to provide, exclusively for NLM’s use, a secure, clean, regularly monitored and well-maintained underground storage environment for acetate-based reels of motion picture film, many of which are unique and not available from any other U.S. medical library, as well as unspecified boxed quantities of cans of newly-acquired films pending transfer to NLM for cataloging; (2) to provide, exclusively for NLM’s use, a secure, clean, regularly monitored and well-maintained underground storage environment for 35mm silver-gelatin camera master acetate- and polyester-based microfilm reels, many of which are unique and irreplaceable; (3) to accommodate magnetic tapes, including boxed unspecified quantities of newly acquired tapes pending transfer to NLM for cataloging, and additional material (e.g. historic medical photographic prints) as required by NLM; (4) to provide disaster mitigation, preparedness and response protection for the vaults, anteroom and NLM’s stored materials; (5) to arrange for annual independent party air quality sampling in the vaults and anteroom; (6) to conduct a routine program of safety inspections and equipment maintenance and repair for the electrical, fire alarm and HVAC systems connected to the vaults and anteroom; (7) to provide on-site security for NLM’s vaults and stored materials; (8) to provide adequate and appropriate shelving and furnishings for the storage and access of NLM materials; (9) to provide round trip courier service with 48-hour turnaround time for the pickup and delivery of NLM materials being shipped to or from the vaults; (10) to observe all NLM stipulations regarding conditioning of film materials prior to placement in, or subsequent to removal from the motion picture vault; (11) to maintain detailed, accurate inventories of stored NLM materials; (12) to maintain digital environmental monitoring devices in the vaults and provide the Library with electronic reports on a regular basis; (13) to provide the Library with periodic reports concerning ongoing vault performance and detailing reasons for out-of-spec temperature or relative humidity conditions, including steps taken to replace or repair worn-out or malfunctioning equipment. In addition to being provided with stable low temperature and relative humidity, the vaults shall be maintained with a slightly positive air pressure and a specified periodic influx of fresh air, and shall be filtered as specified in national standards and library and archive recommended practice to protect NLM materials from the potentially destructive effects of pollutants including airborne particulate matter, sulfur dioxide, nitrogen dioxide, ozone, formaldehyde, peroxides and ammonia. The storage environment must also be monitored for the presence of acetic acid that may be off-gassed from acetate-based films. The current expectation is that an award on a sole-source basis to Iron Mountain Records Management, Boyers, PA, is the expected outcome. Iron Mountain has consistently provided NLM with high quality storage and service in all the areas specified in this synopsis, and continues to meet national and NLM standards for film storage. Most of the materials stored in the vaults are unique and irreplaceable. Below-ground storage provides not only constant temperature (making it less difficult to maintain stable conditions), but provides an added measure of security. Further, it is widely acknowledged in national and international standards, technical photographic literature and library and archives preservation literature that processed silver gelatin emulsion film and color dyes are at risk of immediate damage and/or irreversible life-expectancy reduction whenever they are subjected to fluctuations of temperature and humidity beyond recommended ranges. Due to the relative instability of their constituent ingredients, acetate-based film materials have a considerably shorter life expectancy that polyester-based films and color images are significantly less stable than black-and-white images, making them still more vulnerable. Additionally, exposure to light, particulate matter and gaseous pollutants is potentially destructive to the sensitive emulsion layers of films, regardless of the film base. To attempt to relocate this material to another facility would potentially subject these unique film materials to unwarranted risks. This award will be for a Base Year and 3 (three) successive one-year option periods. All proposals received within fifteen (15) days from the date of this publication of this synopsis will be considered by NLM. This requirement is NLM Synopsis No. NLM-08-177-KDP. EMAILS AND FACISIMILES WILL NOT BE ACCEPTABLE. Firms interested in responding to this notice must be able to provide the professional services required by the library. The Statement of Work may be obtained by contacting the individual listed below. The offeror shall include all information necessary to document and/or support the qualification criteria in one clearly marked section of its quotation. All responses from responsible sources will be considered. Inquiries regarding this procurement may be made to the National Library of Medicine, Office of Acquisitions Management, 6707 Democracy Boulevard, Suite 105, MSC 5488, Bethesda, Maryland 20892, Attention: Kimberly D. Pringle, Contract Specialist, on (301) 496-1766. Vendor shall comply with all applicable Federal, State, and Local laws, executive orders, rules and regulations applicable to its performance under this order. Full text of clauses and provisions are available at Federal Acquisitions Regulations (FAR): htm://www.amet.gov/far/. The following clauses and provisions shall apply to this acquisition and may be obtained from the web site: FAR 52.212-1, Instructions to Offerors-Commercial Items (June 2008); FAR 52.212-2, Evaluations – Commercial Items (June 2008); FAR 52-212-3, Offeror Representations and Certifications – Commercial Items (June 2008) – with DUNS Number Addendum [52.204-6 (April 2008)]; FAR 52.212-4, Contract Terms and Conditions – Commercial Items (February 2007); FAR 52.212-4, Addendum to Clause for Year 2000 Compliance (July 1997); and FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items (June 2008).
Web Link
FedBizOpps Complete View
Place of Performance
Address: 8600 Rockville Pike, Bethesda, Maryland, 20894, United States
Zip Code: 20894
SN01642621-W 20080818/080816215004-03344603ce200d06ceba348f02901430 (fbodaily.com)
FedBizOpps Link to This Notice
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