Offsite Storage of Microfilm, Motion Picture Film, and Magnetic Tape.

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. The National Library of Medicine (NLM) is conducting a market survey to help determine the availability and technical capability of qualified small businesses, veteran-owned small businesses, service-disabled veteran-owned small businesses and/or HUBZone small businesses capable of serving the needs identified below. Background The National Library of Medicine's 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 that 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 historical motion picture films and videotapes purchased by or donated to the Library and NLM-produced microfilm. To meet the Library's 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 acetate motion pictures (by "archival" is meant an original film or videotape or the closest generation to the original film or videotape that has been purchased by or donated to NLM), various formats of videotape and reels of camera master 35mm silver gelatin high contrast, continuous tone and color microfilm. The Library's 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. Cold storage is critical for reducing the rate at which acetate motion picture film deteriorates. Cold storage also significantly reduces the rate at which color film dyes fade. Additional objectives include the availability of pickup and delivery service (24 hour turnaround) in temperature and humidity controlled vehicles on an as-needed basis; careful packing, unpacking and handling of NLM materials; annual independent airborne particulate matter and gaseous pollutant testing of the NLM vaults; implementation of a disaster prevention, detection and response plan for the NLM vaults; establishment of a routine program of safety inspections and equipment maintenance and repair for fire and water detection alarms and heating, ventilating and air conditioning (HVAC) systems; 24-hour on-site security; provision of shelving and storage furniture for motion picture films, magnetic tapes and roll microfilm; detailed periodic reports of vault temperature and RH conditions; and accurate inventory and record keeping. Purpose The purposes of this requirement are: (1) to provide, exclusively for NLM's use, a secure, clean, regularly monitored and well-maintained storage environment for acetate-based reels of motion picture film, many of which are unique and not available from any other U.S. medical libraries; (2) to provide, exclusively for NLM's use, a secure, clean, regularly monitored and well-maintained 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 and additional material as required by NLM; (4) to provide disaster prevention and 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 24-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 and operate hygrothermographs in the vaults and provide the Library with copies of completed charts 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. Vendor Requirements 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 films, magnetic tapes and camera master 35mm silver gelatin high contrast, continuous tone and color roll 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. All work performed under this procurement shall be monitored by NLM Project Officer. 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 NLM's 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 contractor's 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 filing or removal from the vault. The door between the main vault and the anteroom shall be adequately insulated to minimize heated or refrigerated air exchanges between the two areas. 2. Conditioning Motion Picture Film All motion picture films shall be conditioned in the Anteroom for a 24-hour period both before filing and after removal from the Cold Vault. 3. Cold Storage Vault Environment 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: 30% 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. 4. 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 acetate and polyester camera master microfilm and magnetic tapes, customized according to NLM's 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 contractor's facility; and with its own separately controlled NLM-approved HVAC system that provides preservation quality filtration of intake air. 5. Cool Storage Vault Environment 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. 6. 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. It is anticipated that the period of performance will be for a base year with options for four (4) successive one-year periods. This is a Small Business Sources Sought Notice. This is not a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disable, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. This Sources Sought notice is not a Request for Proposals (RFP), nor is an RFP available. Interested firms responding to this sources sought notice must adhere to the following: (a) Provide a capability statement demonstrating relevant experience, skills and ability to fulfill the Government's requirements for the above. The capability statement should contain enough sufficient detail for the Government to make an informed decision regarding your capabilities; however, the statement should not exceed 10 pages. (b) The capability statement must identify the responder's small business type and size; DUNS number; NAICS code; and technical and administrative points of contact, including names, titles, addresses, telephone and fax numbers, and email addresses. (c) All capability statements must be submitted electronically no later than 4:30pm Eastern Standard time on Monday August 6, 2012 to Ms. Uyen Phuong at [email protected]. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).