RFP for Microform Storage

Erich J. Kesse
University of Florida
Preservation Dept.
904-392-6962
Fax: 904-392-4788

Copyright Information
This document is the product of the University of Florida Libraries which claims Copyright (1992). The document may be copied, in any format, for all uses excluding those for profit. Alteration or revision is allowed contingent upon removal of any and all references to the State of Florida, the University of Florida, and the University of Florida Libraries.
Status
This document was written in 1992. References to published standards and specifications may be out of date. Revision is scheduled for 1994.

1. Introduction

The University of Z Libraries (UZL) is requesting proposals for the storage of archival first- and second-generation microform masters. The UZL shall award two contracts, one for each (i.e., first and second) generation of microform to be stored, with no more than one contract awarded per storage agency. Each contract shall be written for a period of five years, from (month) (year) through (month) (year), with opportunity for annual rate schedule adjustment. Award of contract is contingent upon appropriate funding by the University of Z. Announcement of award will be made two months prior to the start date.

Successful proposals shall meet the following specifications and offer affordable services at reasonable rates. The terms of this request for proposal (RFP) also list specific responsibilities of both the UZL and the storage agency. Additional responsibilities may be negotiated and should be included in the response to the RFP.

Questions about this RFP may be addressed, in writing, to: (name), (position), University of Z Libraries, (city), (state) (zip code) (FAX: (number)). Responses to questions will be distributed in writing to all storage agencies to whom this RFP has been addressed.

Responses to this RFP should be sent, via certified mail, to: (name), (position), University of Z Libraries, (city), (state) (zip code).

2. References

The references below include standards and other literature mentioned in this RFP.

2.1. Standards.
ANSI IT9.1-1988
American National Standards Institute. American national standard for imaging media -- silver-gelatin type -- specifications for stability. New York, NY : the Institute, 1988.

ANSI IT9.2-1988
American National Standards Institute. American national standard for imaging media -- photographic processed films, plates and papers -- filing enclosures and storage containers. New York, NY : the Institute, 1988.

ANSI IT9.5-1988
American National Standards Institute. American national standard for imaging media -- ammonia-processed diazo films -- specification for stability. New York, NY : the Institute, 1988.

ANSI/AIIM MS23-1990
Association for Information and Image Management. Practice for operational procedures/inspection and quality control of first generation, silver microfilm of documents. Silver Spring, MD : the Association, 1990.

ANSI/AIIM MS34-1990
Association for Information and Image Management. Dimensions for reels used for 16 mm and 35 mm microfilm. Silver Spring, MD : the Association, 1990.

ANSI/AIIM MS45-1990
Association for Information and Image Management. Recommended practice for inspection of stored silver-gelatin microforms for evidence of deterioration. Silver Spring, MD : the Association, 1990.

ANSI PH1.43-1985
American National Standards Institute. American national standard for photography (film) -- processed safety film -- storage. New York, NY : the Institute, 1985.

ANSI PH4.8-1985
American National Standards Institute. American national standard for photography (chemicals) -- residual thiosulfate and other chemicals in films, plates and papers -- determination and measurement. New York, NY : the Institute, 1985.

ANSI/NFPA 71-1987
National Fire Protection Association. Standard for the installation, maintenance, and use of signaling systems for central station service. Quincy, MA : the Association, 1987.

ANSI/NFPA 70-1987
National Fire Protection Association. National electrical code. Quincy, MA : the Association, 1987.

ANSI/NFPA 72C-1986
National Fire Protection Association. Standard for the installation, maintenance, and use of remote station protective signaling systems. Quincy, MA : the Association, 1986.

ANSI/NFPA 72D-1986
National Fire Protection Association. Standard for the installation, maintenance, and use of proprietary protective signaling systems. Quincy, MA : the Association, 1986.

ANSI/NFPA 72E
National Fire Protection Association. Standard on automatic fire detectors. Quincy, MA : the Association, 1987.

ANSI/NFPA 74-1984
National Fire Protection Association. Standard for installation, maintenance, and use of household fire warning equipment. Quincy, MA : the Association, 1984.

ANSI/NFPA 90A-1985
National Fire Protection Association. Standard for the installation of air conditioning and ventilating systems. Quincy, MA : the Association, 1987.

ANSI/NFPA 220-1985
National Fire Protection Association. Standard on types of building construction. Quincy, MA : the Association, 1985.

ANSI/NFPA 232-1980
National Fire Protection Association. Standard on the protection of records. Quincy, MA : the Association, 1980.

ANSI/NFPA 232AM-1986
National Fire Protection Association. Manual for fire protection for archives and record centers. Quincy, MA : the Association, 1986.

ANSI/NFPA 910-1985
National Fire Protection Association. Recommended practice for the protection of libraries and library collection. Quincy, MA : the Association, 1985.

ANSI/UL 72-1983
American National Standards Institute. Tests for fire resistance of record protection equipment. New York, NY : the Institute, 1983.

IES CS-1
Institute of Environmental Sciences. Standard for HEPA filters, CS-1. Mt. Prospect, IL : the Institute, (1985).

2.2. Other references.
American Society for Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE). Handbook of fundamentals. Atlanta, GA : the Society, 1981.

American Society for Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE). Systems. Atlanta, GA : the Society, 1982.

American Society for Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE). Applications. Atlanta, GA : the Society, 1979.

American Society for Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE). Equipment. Atlanta, GA : the Society, 1979.

Research Libraries Group. Preservation microfilming handbook. Mountain View, CA : RLG, 1992.

Research Libraries Group. Preservation manual. 2nd ed. Mountain View, CA : RLG, 1986.

Waters, Peter. Salvage of water-damaged library materials. Washington, D.C. :1979.

3. Description of UZL Microforms

All microforms are "archival" as defined by the American National Standards Institute (ANSI) standards, particularly ANSI IT9.1-1988 and ANSI PH1.43-1985. According to these standards, "archival film is a photographic film that is suitable for the preservation of records having permanent value when stored under archival conditions, providing the original images are of suitable quality." Original images are produced in a manner which qualifies them as "preservation microforms"; cf, "production standards," 3.1e and 3.2e, below.

3.1. First-generation microform masters.
3.1a. Quantity: (number) one-hundred foot reels in 35 mm and 16 mm formats. Cf, Containerization, 3.1f, below.
3.1b. Rate of annual increase: @ (number) to (number) reels. Additional increase will result from phased remastering, to take place over a number of years, of @ (number) reels now in second generation only.
3.1c. Base of film: Polyester, i.e., poly(ethylene terephthalate).
3.1d. Emulsion: Silver-gelatin.
3.1e. Production standards: Compliance with American National Standards Institute (ANSI), Association for Information and Image Management (AIIM), and Research Libraries Group (RLG) standards and specifications for "archival" production, including: base of film, residual thiosulfate testing, density and resolution.
3.1f. Containerization: All reel film is housed on chemically inert reels; with acid- and lignin-free buffered paper fasteners; in acid- and lignin-free clam-shell (i.e., drop-spine) buffered board boxes with metal edges on external corners. Sixteen millimeter (16 mm) reel film is housed in 35 mm boxes to assure uniform containerization. Boxes measure (number) mm x (number) mm x (number) mm (i.e., (number) in. x (number) in. x (number) in.). Cf, also, 8.1c4. Containers and enclosures conform to all appropriate provisions of ANSI IT9.2-1988.
3.1g. Reel numbering practice: Reel numbering utilizes the following format: institution code + microfilming project prefix + reel number. The institution code is ZUZ. Microfilming project prefix is composed of two letters. The reel number has five digits, sequentially assigned. Example: ZUZ SN00001, ZUZ SN00002.
3.1h. Use: Restricted, limited to production of second-generation negatives as necessary. Requires UZL authorization.
3.2. Second-generation microform masters.
3.2a. Quantity: (number) one-hundred foot reels in 35 mm and 16 mm formats, plus (number) microfiche in 105 mm (i.e., 11 x 15 cm. or 4 x 6 in.) format. Cf, Containerization, 3.2f, below.
3.2b. Rate of annual increase: @ (number) to (number) reels, and (number) microfiche (i.e., one standard microfiche box). Cf, Containerization, 3.2f, below. Additional increase will result from phased dupliction, to take place over a number of years, of @ (number) reels now in first generation only.
3.2c. Base of film: @ (number) reels polyester, i.e., poly(ethylene terephthalate); @ (number) reels acetate, i.e., cellulose tri-acetate; all microfiche consists of polyester film in polyester jackets.
3.2d. Emulsion: Silver-gelatin.
3.2e. Production standards: Compliance with American National Standards Institute (ANSI), Association for Information and Image Management (AIIM), and Research Libraries Group (RLG) standards and specifications for "archival" production, including: base of film, residual thiosulfate testing, density and resolution.
3.2f. Containerization. All containers and enclosures conform to all appropriate provisions of ANSI IT9.2-1988.
3.2f1. Reel film. All reel film is housed on chemically inert reels; with acid- and lignin-free buffered paper fasteners; in acid- and lignin-free clam-shell (i.e., drop-spine) buffered board boxes with metal edges on external corners. Boxes for reel film measure (number) mm x (number) mm x (number) mm (i.e., (number) in. x (number) in. x (number) in.). Cf, also, 8.1c4a.
3.2f2. Microfiche. All microfiche are housed individually in acid- and lignin-free buffered paper envelopes with adhesive meeting the Photographic Activity Test described in ANSI IT9.2-1988, section 5.1, and collectively housed according to microfiche number order in boxes composed of acid- and lignin-free buffered board; cf, Reel/Microfiche numbering practice, 3.2g, below. Boxes for microfiche measure (number) mm x (number) mm x (number) mm (i.e., (number) in. x (number) in. x (number) in.). Cf, also, 8.1c4b.
3.2g. Reel/Microfiche numbering practice:
3.2g1. Reel numbering utilizes the following format: institution code + microfilming project prefix + reel number. The institution code is ZUZ. Microfilming project prefix is composed of two letters. The reel number has five digits, sequentially assigned. Examples: ZUZ SN00001, ZUZ SN00002.
3.2g2. Microfiche numbering utilizes the following format: reel number + title number. The title number, following a period, indicates the position of the title on the master reel. Following a slash, the number of fiche for the title and the particular fiche of the series are indicated in the form, "N of N." Example: ZUZ SN00001.1/1 of 5, ZUZ SN00002.3/4 of 4.
3.2h. Use: Restricted, limited to production of third-generation positives as necessary. Requires UZL authorization.

4. Microform Storage Environment

General specifications for microform storage environments are laid out in ANSI PH1.43-1985, ANSI/NFPA 90A-1985, ANSI/NFPA 220-1985, ANSI/NFPA 232-1980, ANSI/NFPA 232AM-1986, ANSI/UL 72-1983, and Institute of Environmental Sciences (IES) standard CS-1 for HEPA filters. Adherence to specifications for polyester-based archival silver-gelatin emulsion film is required for all UZL first- and second-generation film. The storage agency must certify the following.

4.1. General
4.1a. Visit/Inspection. The storage agency must allow visit and inspection of the storage vault and stored film by the UZL or its designated representatives within normal day-time working hours.
4.1b. Storage site. The storage agency must notify the UZL of the location of the storage vault.
4.1c. Reporting. The storage agency must send the UZL periodic (i.e., monthly) reports stating the following conditions: date and time of reading; and, vault temperature and relative humidity at location where UFL film is stored.
4.2. Separate storage.
4.2a. Microform vault. Storage of UZL microforms must be in a vault dedicated to the storage of microform, and must be equipped with an Heating, Ventilating and Air Conditioning (HVAC) system separate from those regulating non-microform storage areas.
4.2b. Nitrate-based films. The storage agency must certify that it does not store nitrate-based films anywhere in the contiguous facility.
4.2c. Microform drawers. UZL microforms must be stored in drawers separate from the microforms of other institutions.
4.2d. Acetate- and Polyester-based films shall be stored in separate drawers.
4.2d1. The UZL shall be responsible for identification and separated shipment of films with different bases.
4.2d2. Without prior approval from the UZL, the storage agency may remove deteriorating films to isolation, but must notify the UZL upon taking such action. Preference will be given to storage agencies which certify compliance with ANSI/AIIM MS45-1990.
4.3. Storage housing.
4.3a. Drawers. Microfilm shall be stored in closed drawers made of non-combustible and non-corrosive metal(s) such as anodized aluminium, stainless steel, or steel with baked-on non-plasticized resin lacquer.
4.3b. Removal or displacement of film.
4.3b1. Temporary storage. Films must be removed to temporary storage from the storage vault before painting and up to four weeks after painting. Film may also be removed to temporary storage following disaster in the vault or as the result of HVAC system shut-down.
4.3b2. Equivalency. Temporary storage during painting and intentional HVAC system shut-down shall meet all the requirements of this RFP. Temporary storage following disaster in the storage vault should attempt to meet these requirements.
4.3b3. Notification. The storage agency shall notify the UZL of any and all removal, relocation or displacement of its film. Notification prior to painting or intentional HVAC system shut-down or immediately following disaster is required.
4.3c. Subcontracting storage shall meet the specifications and requirements of this RFP. The storage agency must notify the UZL, in writing, of subcontract arrangements. Such arrangements will be subject to UZL approval.
4.4. Construction.
4.4a. Disaster. The storage vault must be constructed to withstand disaster, including: geologic collapse (i.e., sinkhole) or earthquake; hurricane or tornado; water from floods, leaks, sprinklers, etc.; and fire.
4.4b. Walls and ceilings. Walls and ceilings must be reinforced, four hour fire-rated, without windows, insulated to prevent interior condensation. Preference will be given to storage agencies whose vaults are in compliance with ANSI/NFPA 232-1980 or ANSI/NFPA 232AM-1986.
4.4c. Doors. Doors must be fire-rated to withstand 4 hours.
4.4d. Fire detection and suppression devices. The vault must be fitted with both automatic, 24-hour fire detection and suppression devices.
4.4d1. Preference with regard to fire detection devices will be given to storage agencies which can certify that these devices detect smoke in addition to heat and which trigger both alarms at the agency and local fire department and suppression devices. Preference also will be given to agencies which certify compliance with ANSI/NFPA 72C, ANSI/NFPA 72D, ANSI/NFPA 72E and ANSI/NFPA 74.
4.4d2. Preference with regard to fire suppression devices will be given in the following order: (a) oxygen exclusion, (b) Halon 1301 (bromotrifluoromethane), (c) carbon dioxide, (d) high expansion foam, (e) dry chemical, (f) dry-pipe sprinkler, and (g) wet-pipe sprinkler. These devices must not necessitate human interaction nor must they prevent human control. Preference also will be given to storage agencies which can certify compliance with the ANSI/NFPA standard(s) appropriate for installation, testing and maintenance of the suppression devices used.
4.4d3. Verification of maintenance. The storage agency must be able to supply verification of maintenance of these devices within 24 hours of request from the UZL.
4.5. HVAC system(s).
4.5a. General.
4.5a1. The fundamentals of air conditioning are given in ANSI/NFPA 90A-1985, as well as ASHRAE publications listed as references in section 2.2 of this RFP.
4.5a2. Air pressure. Slightly positive air pressure should be maintained within the storage vault.
4.5b. Temperature.
4.5b1. Range. Vault temperatures must be no more than 70of (21oC), with a maximum deviation of + 5of per hour. Preference will be given to storage agencies which can certify that average vault temperatures are maintained at or near 60of.
4.5b2. Monitoring. Vault temperatures must be monitored using one or more (recording) thermometer, recording hygrothermograph, sling psychrometer or similar device.
4.5b2a. Verification. Measurements shall be verified no less than once per week using a secondary device.
4.5b2b. Preference will be given to storage agencies which use 24-hour recording devices, redundant measurement systems and which verify readings with most frequency and regularity.
4.5b2c. Verification of maintenance. The storage agency must be able to supply verification of maintenance and necessary recalibration of these devices within 24 hours of request from the UZL.
4.5c. Relative humidity (RH).
4.5c1. Range. Relative humidity (RH) in the vault must be within a range of 30% and 40%, with a maximum deviation of + 5% per hour. HVAC systems introducing fresh air must have "dew-point control."
4.5c2. Monitoring. RH must be monitored using one or more recording hygrothermograph, sling psychrometer or similar device.
4.5c2a. Verification. Measurements shall be verified no less than once per week using a secondary device.
4.5c2b. Preference will be given to storage agencies which use 24-hour recording devices, redundant measurement systems and which verify readings with most frequency and regularity. Preference will also be given to storage agencies with enthalpy (i.e., sensed and latent heat) sensors and automatic correction, assuring constant enthalpy (i.e., constant temperature and RH).
4.5c2c. Verification of maintenance. The storage agency must be able to supply verification of maintenance and necessary recalibration of these devices within 24 hours of request from the UZL.
4.5d. Air flow and ventilation.
4.5d1. Change rate in the vault. Air flow through the vault must experience a change rate no less than 4 per hour, assuming human non-occupancy.
4.5d2. Change rate in the microform drawers. An exact change rate is not specified by standard or literature and, therefore, is not specified by this RFP. Preference, however, will be given to storage agencies which can certify a change rate of no more than one per 3 days.
4.5e. Air filtration.
4.5e1. Filters. Filters should be of non-combustible type.
4.5e2. Efficiency. Filtration of particulates and gaseous pollutants consistent with IES HEPA filters CS-1 should be provided. Filters should have an efficiency of no less than 80% using ASHRAE 52/76.
4.5e3. Fresh air must be filtered at all times, in particular, to prohibit introduction of mold/mildew spores and harmful gaseous pollutants.
4.5e4. Recirculated air must be filtered at all times, in particular, to remove or neutralize harmful off-gassing of film.
4.5e5. Gaseous pollutants. Filtrations systems should effectively remove or neutralize ammonium, hydrogen sulfide, nitrates (including NO2), ozone, peroxides, and sulfates (including SO2).
4.5e6. Preference will be given to storage agencies with systems capable of removing particulates 1 micron or less in size (0.3Im is suggested by ANSI PH1.43-1985) and which use activated carbon filters for removal of gaseous pollutants.
4.6. Electrical devices and motors. Preference will be given to storage agencies which can certify that their vaults do not contain electric devices or motors, with the exception of those in light fixtures. Note: Electrical fields generate ozone which is harmful to stored microforms. Installation and use of electrical devices must conform to ANSI/NFPA 70-1987.
4.7. Pest control. Though most insect and animal pests cannot or will not live under RH condition of 30% to 40% as required by this RFP, pest control and the monitoring of the storage vault for pests assures the safety of stored UZL microfilm.
4.7a. Monitoring must be done for both insect and animal pests on a regular and on-going schedule, using either traps or inspection by certified pest control specialists.
4.7b. Control shall be limited to non-vaporous, non-atmospheric means. Liquid sprays and (gaseous) fogging must not be used. Contained residual pesticides such as those in Combat (Registered TradeMark), as well as traps, may be used.

5. Shipment

5.1. Shipping. Shipments, whether of film for storage from the UZL or duplicated film from the storage agent, shall be made in sequentially numbered sturdy, corrugated cardboard boxes, securely sealed and with no less than two (2) copies of the packing slip for individual boxes. One list for all of the boxes in any particular shipment shall be sent under a separate cover. Packing slips shall reference the UZL microfilm reel number or the microfiche number. Shipments will be sent insured via U.S. Parcel Service or similar parcel service.
5.2. Acknowledgement. Receipt of microforms for storage must be acknowledged, using either a copy of the packing list or other means (e.g., storage forms) within seven days of receipt.

<6. Security and Insurance

The storage agency must be able to guarantee the security of UZL microforms. Disaster response and recovery plans (cf, section 7, below) should be in place. While in storage, all UZL film must be covered by the storage agency's insurance.

6.1. Insurance. The storage agency must assume responsibility for insurance of UZL microforms from the time they arrive at the storage agency. Insurance provisions also apply to film removed for any reason, including: duplication, deterioration and disaster.
6.1a. Liability for replaceable microforms. In the event that replaceable microform is damaged or destroyed while in the care of the storage agency, the limit of liability shall be a sum which will cover the cost to the UZL of:
6.1a1. First-generation microfilm. Procurement of hard copy for re-filming, microfilming (including processing, testing and containerization) and shipment or, depending upon the quality of a stored second-generation microform, duplication (including processing, testing and containerization, as well as retrieval/refiling fees) and shipment.
6.1a2. Second-generation microfilm. Duplication (including processing, testing and containerization, as well as retrieval/refiling fees) from the first-generation and shipment.
6.1b. Liability for irreplaceable microforms. In the event that irreplaceable microform is damaged or destroyed while in the care of the storage agency, the UZL reserves the right to secure, at the storage agency's expense, an independent appraisal of the damage or loss sustained.
6.1b1. The storage agency will become responsible for the appraised market values of the microform and the information it contained.
6.1b2. Irreplaceable microforms shall be considered those which can neither be re-filmed or duplicated either due to the lack of another generation of the image quality of existing microforms for the purpose of duplication.
  • Image quality shall be judged using ANSI standards, particularly ANSI/AIIM MS23-1990, as well as RLG Preservation Microfilming Handbook specifications. Guidelines for acceptable resolution and density of duplicate films is stated in the Handbook.
  • Refilming is likely only in the event that both first and second generation masters, stored by two separate contractors, are destroyed at relatively the same time.
  • Ability to re-film is dependent upon access to source documents. In many cases, microforms will have outlasted these documents. Value shall be placed on the information contained in the document rather than on the artifact/original. It is impossible to estimate how many original source documents will be extant at any time following filming.
6.2. Security.
6.2a. Entrance to the vault should be restricted and monitored.
6.2b. Duplication of UZL films must be authorized by a sole, designated UZL contact.
6.2c. Removal/Disposition of UZL films also must be authorized by a sole, designated UZL contact, except in cases of disaster affecting the storage vault or deterioration of film, in which cases, the UZL shall be notified immediately after the fact.

7. Disaster Response and Recovery

UZL microfilm is relatively unique, additionally maintained only in other copies of the same film either separately stored or in use at the UZL. Disaster response and recovery plans are essential to preventing loss of any of this film. The fundamentals of disaster recovery are discussed in ANSI/NFPA 910-1985 and Salvage of Water-Damaged Library Materials (Peter Waters. 1979).

Disaster is broadly interpreted to include long-term (more than 8 hours) loss of HVAC system(s) controlling the storage vault, as well as natural, machine and malicious disaster, including: geologic collapse (i.e., sinkhole) or earthquake; hurricane or tornado; water from floods, leaks, sprinklers, etc.; and fire from machinery, fixtures, lightening, etc.

7.1. Written plans.
a) Preference will be given to storage agencies which have written plans for both the recovery and restoration of microfilm.
b) To maintain compliance with the UZL's requirement that property (i.e., collections) be maintained in facilities which have disaster response and recovery plans, the storage agency is required to file a copy of written plans with the (Department) of the Libraries within six (6) months of award or renewal. Plans are to be up-dated annually within six (6) months of any renewal. Plans must detail response to disaster which may occur naturally or as a result of construction, human intervention, power outage, etc. as well as the recovery of materials from a disaster site and for the restoration of environmental conditons to stored microforms or the repair of damaged materials.
7.2. Contingencies. Preference will be given to storage agencies which have contingencies for any type of disaster likely to befall the storage vault. Cf, also, 7.1b.
7.3. Notification. Disaster plans must include notification of the UZL in the event of disaster.

8. Duplication Services

From time to time duplication of stored microfilm will be required. Response to this section and certification of the duplication services is optional. Preference, however, will be given to storage agencies which provide these services.

8.1. Description of services.
8.1a. Duplication.
8.1a1. From first-generation microforms. Creation of second-generation negative polarity microforms on non-perforated, polyester-based, silver-gelatin emulsion reel-film may be required. Film stock shall be Kodak Direct Duplicating film Type 2468, 2470, or equivalent.
8.1a2. From second-generation microforms. Creation of third-generation positive polarity microforms on non-perforated, polyester-based, silver-gelatin or diazo emulsion (as requested) reel-film or microfiche, depending upon the second generation, may be required. Silver-gelatin film stock shall be Kodak Direct Duplicating film Type 2462, or equivalent, or similar diazo stock.
8.1b. Processing.
8.1b1. Silver-gelatin emulsion film shall be processed in accordance with ANSI IT9.1-1988.
8.1b2. Diazo emulsion film shall be processed in accordance with ANSI IT9.5-1988.
8.1c. Testing of duplicated film.
8.1c1. Densitometric readings. No less than 8 densitometric readings, per testing specifications cited in ANSI/AIIM MS23-1990, shall be taken on each reel of duplicated film.
8.1c1a. Second-generation duplicates shall have a minimum density (DMIN) between 0.10 and 0.20 and a maximum density (DMAX) between 1.20 and 2.20.
8.1c1b. Third-generation duplicates shall have a minimum density (DMIN) not less than 0.15 and a maximum density (DMAX) between 1.20 and 1.60.
8.1c2. Residual thiosulfate testing. Every day that UZL duplicate silver-gelatin emulsion film is processed, a sample of film shall be tested for residual thiosulfate and other chemicals (including silver) in accordance with ANSI PH4.8-1985 and ANSI IT9.1-1988.
8.1c3. Documentation. A record or density readings should be provided to the UZL with the microform. Residual thiosulfate test result should be maintained by the duplication agency for up to 30 days following delivery of the microform to the UZL, and should be made available to the UZL upon request.
8.1d. Containerization. All containers and enclosures shall conform to ANSI IT9.2-1988 and ANSI PH1.43-1985.
8.1d1. Reels shall be sturdy, with dimensions conforming to ANSI/AIIM MS34-1990, free of mold-release agents, composed of chemically inert plastic as specified by ANSI IT9.2-1988 and ANSI PH1.43-1985. Processed film shall be wound with the start target at the outer end.
8.1d2. Fasteners (reel-film) shall be made of acid- and lignin-free buffered paper bands with ties and non-corrosive metal eyelets.
8.1d3. Envelopes (microfiche) shall be made of acid- and lignin-free buffered paper with adhesives passing the Photographic Activity Test described in ANSI IT9.2-1988, section 5.1.
8.1c4. Boxes shall be made of acid- and lignin-free buffered board, with metal edges and clam-shell (i.e., drop-spine) construction.
8.1c4a. Reel-film boxes shall measure no more than 4 in. x 3.9375 in. x 1.625 in., as stated in the RLG Preservation Microfilming Handbook.
8.1c4b. Microfiche boxes shall measure no more than 4 in. x 3.9375 in. x 6.25 in.
8.2. Subcontracting.
8.2a. Duplication, testing and containerization services may be subcontracted. Subcontracted services and products shall meet the specifications and requirements of this RFP. The storage agency must notify the UZL, in writing, of subcontract arrangements or changes. Such arrangements and changes will be subject to UZL approval.
8.2b. Shipment of film between the storage and duplication agencies shall meet the specification and requirements of this RFP. Cf, Shipping and Insurance.

9. Statement of Capability and Experience

Responses to this RFP must contain statements of capability and experience of the storage agency to undertake storage of UZL microforms. Ability to comply with the required standards, monitoring and verification of storage and security conditions is sought. The storage agency also should supply a description of past experience, storage vault construction dates, etc.

10. Pricing

The storage agency must provide a schedule of prices for services required by or optionally provided under this RFP. Prices should represent individual units per service and also include sliding scales if any. Prices should define the cost of the following:

10.1. Per 35mm/16mm box storage (cf, 3.2f).
10.2. Per microfiche box storage (cf, 3.2f).
10.3. Duplication, testing and containerizing prices. (optional)
10.3a. Per 35 mm silver-gelatin emulsion.
10.3b. Per 35 mm diazo emulsion.
10.3c. Per 16 mm silver-gelatin emulsion.
10.3d. Per 16 mm diazo emulsion.
10.3e. Per 105mm diazo microfiche.
10.4. Retrieval fees. If retrieval fees will be assessed, these should be specified. Preference will be given to storage agencies whose terminal retrieval fee is lower than the standard retrieval fee.
10.4a. Standard retrieval fee. (Film which has been retrieved from storage for duplication or use, and will be returned to storage.)
10.4b. Terminal retrieval fee. (Film which has been retrieved from storage for destruction or permanent removal and will not be returned to storage. This fee should include only the cost of both retrieval and deletion of the UZL's microform(s) from the storage agency's storage inventory.)
10.5. Invoicing.
10.5a. Detailed invoices for each service shall be provided within seven days of acknowledged delivery (i.e., film for storage to the storage agency or duplicated film to the UZL) and should reference the UZL microfilm reel number or microfiche number as well as any other itemized charges.
10.5b. (State) Statute (number). The UZL shall comply with the Vendor Payment Law of the State of (State) ((State) Statute (number), Section (number)), which requires payment within (number) days before penalties are accrued and paid in addition to the invoice total to the storage agency.
10.5c. Taxes. Materials and services furnished to the UZL are not subject to Federal Excise Tax, Federal Transportation Tax, or State Sales Tax, and such taxes shall not be included in prices. The UZL's Federal Tax Identification Number is (number).

11. Deadline and Notification

11.1. Deadline for responses to this proposal is 5:00 p.m. (EST), (month) (date), (year). A signed proposal should be mailed to arrive at the UZL by that date. A copy may also be send by FAX machine to (number).
  • Responses should include a responder's name; contact's name; telephone number; FAX number, if available; address; and electronic mail address(es), if available.
  • Responses also should include a list of services to which the response pertains: first-generation microfilm storage, second-generation microform storage, duplication services.
11.2. Notification of final status shall be forthcoming from the UZL by 5:00 p.m. (EST), (month) (date), (year). The UZL will notify all storage agencies from whom proposals were received of the accepted agencies by (month) (date), (year). Contact will be maintained with chosen agencies until contracts are finalized.

[Search all CoOL documents]


URL: http://cool.conservation-us.org/byauth/kesse/storgrfp.html
Timestamp: Sunday, 23-Nov-2008 15:20:12 PST
Retrieved: Wednesday, 22-Nov-2017 11:03:08 GMT