Shelving NLM’s Collections Purchase Order: TBD Period of Performance: 9/30/09 – 9/29/10 with four option years Project Officer: Mary Kate Dugan Alternate Project Officer: Atalanta Grant-Suttie Preservation and Collection Management Section Public Services Division, Library Operations National Library of Medicine September 16, 2009 (revised) Index I. Introduction ………………………………………………………………….... 4 A. Background Information ....………………………………………..….. 4 B. Purpose and Objectives of this Procurement ……………………...… 4 C. Vendor Requirements ……………………………………………….. 5 D. Government Responsibilities ………………………………………… 6 II. Services to be Performed ……………….…………………….……………...... 7 A. General Requirements ……………………………………………….... 7 B. Specific Requirements ……………………………………………….... 9 Part I: Shelving, Discharging, and Shelfreading Collection Items 1. Overview ……………………………………………........9 2. Discharging Items Returning to the General Collection 10 3. Sort materials in call number order before shelving ….. 12 4. Location of Call Numbers…………………………… 12 5. NLM call numbers …………………………………… 12 a. General Classification call number ………... 12 b. Limited Cataloging call number …………. 15 c. Accession Number call number …………. 16 d. Microforms collection ….……………… 16 (1) Microfilm Service Copy ………….. 17 (2) Microfiche Collection …………… 18 6. Control Slips………………………………………….. 20 a. White Control Slip.……….………………….. 20 b. Yellow Control Slip.…………….………….. 21 c. Shelf reading Control Slip …………………. 21 7. Shelf Charges in Plastic Colored Gussets…………… 22 8. Shelving and Reshelving General and Reference Collection materials ……………………………….… 22 a. Shelving materials in Main Reading Room ….. 23 b. Shelving materials on B-1 level ………… 24 c. Shelving materials on B-1, Range-ends …… 24 d. Shelving materials on B-2 …………………..….25 e. Shelving materials on B-3 ………………….......27 f. Shelving oversize materials ………………….....28 9. Shelf reading of the General and Reference collections … 30 10. General Shifting of Small Areas of the General and Reference Collections ………………..…………………………….… 32 11. Quality Control of Shelving …………………………….. 32 Part II: Repair of General Collection in Book Repair ……… 33 Part III: Collection Support Tasks ……………………… 34 III. Reporting Requirements and Deliverables……………………………………… 33 A. Monthly Reports…………………………………………………….. 33 B. Invoices………………………………………………………………….. 34 IV. Standards of Performance ………………………………………………………. 34 I. INTRODUCTION A. Background Information The mission of the National Library of Medicine (NLM) is to collect, preserve and disseminate biomedical information. In support of this mission the Library has assembled one of the largest collections of biomedical literature in the world and continues to collect in some forty biomedical areas and to a lesser degree in related areas. In total the Library’s collections contain approximately 7.5 million print and non-print items. The Library’s print and microform service copy collections are housed in the General Collection, the History of Medicine Division (HMD), and the Main and HMD Reading Rooms. The Library's General Collection contains serials published from 1871 to the present and monographs published from 1914 to the present, number an estimated 2.5 million bound volumes, plus thousands of unbound items, mostly individual serial pieces. For the most part, this collection is housed in closed stack areas on the B-1, B-2 and B-3 levels. The B-1 and B-3 levels are reserved for core biomedical serials, classed as "W1" in the NLM classification scheme. The shelving on the B-1 level is conventional library shelving that is 7 tiers high, and the shelving on the B-3 level is 6 tier high compact shelving The B-2 level contains a variety of bibliographic materials including monographs, congresses, audiovisuals (video cassettes, slide/tapes, 16 mm films, audio cassettes, CD and DVD programs, etc.), microforms, and government documents. The majority of the shelves on the B-2 level are conventional, but NLM has started installing compact shelving on the B-2 level and as of now there is compact shelving in the NW corner of the B-2 level floor. The Library plans to continue installing compact shelving on the B-2 level until the entire floor is filled with compact shelving in 2012. The first floor contains the Main Reading Room and a History of Medicine Reading Room which are open to the public. The Main Reading Room contains frequently requested bound and unbound serials, monographs and other reference materials. The HMD Reading Room contains reference materials related to the history of medicine. The History of Medicine Division (HMD) holds serials printed before 1871, monographs printed before 1914, and journal article reprints, pamphlets, dissertations and audiovisuals. These collections are housed on the B-1 and B-3 stack floors but in an area separate from the General Collection. The contractor will not be required to shelf items in the HMD stacks located on the B-1 level. B. Purpose and Objectives of this Procurement The purpose of this purchase order is to procure high quality assistance to support the following collection maintenance activities of shelving, reshelving, shelf-reading, book repair of General Collection items, and perhaps performing minor shifts for the General and Reference Collections and the History of Medicine Division’s collection on the B-3 level. Specifically the contractor shall shelve library materials pulled from the various collections, shelve all newly acquired material, shelve all newly bound journals, consistently and routinely shelf read all of the collections, shift material as necessary, repair damaged items in the General Collection, and perform specific collection support tasks as assigned. It is estimated that the contractor may shelve up to 640,000 items during the Base Year period, and about 5% less than that for each of the following option years. The contractor shall be paid a separate unit cost for each of the following: * collection items delivered and shelved * hours spent shelf reading * hours spent repairing General Collection items in the Book Repair Lab * hours spent performing collection maintenance tasks It is estimated that in a one year period the contractor may spend up to 2,000 hours per year shelf reading the collections, up to 2,000 repairing damaged items in the General Collection, and up to 2,500 hours performing collection maintenance tasks. The contractor will be paid an hourly rate to perform shelf reading, book repair, and collection maintenance tasks, and a unit cost per item shelved. All work shall be monitored by the Project Manager and coordinated with the Project Officer. The Project Manager will be required to review the quality and amount of work performed. It is necessary for this support to be provided onsite in space provided by the NLM on a daily basis, between the hours of 7:00 am to 5:00 pm, Monday – Friday. The work performed must be at the highest possible standard of accuracy. The base period of performance shall be 12 months from September 30, 2009 to September 29, 2014, with the following four performance period options: September 30, 2010 – September 29, 2011 September 30, 2011 – September 29, 2012 September 30, 2012 – September 29, 2013 September 30, 2013 – September 29, 2014 The Statement of Work may be revised by the government to reflect changes in procedures, technologies, or requirements. Modifications will be issued if necessary. C. Vendor Requirements 1. The contractor shall provide a Project Manager who has excellent management skills remains onsite during all working hours, and is very familiar library call number schemes. The technical processing personnel and services shall possess the skills and abilities to perform the work assigned in accordance with established policies and procedures set forth in the Statement of Work. 2. The Project Manager shall perform quality control on all work performed by the contractor staff according to the following: a. Shelving – at least 25 items shelved shall be checked the following day to ensure they were correctly shelved. Items shelved incorrectly shall be shelved correctly by the contractor at no extra cost to the Government. b. Performance of Collection Maintenance Tasks – to be determined by the Project Officer. 3. Contractor staff shall perform physical tasks such as opening and sorting boxes that will require the ability to lift up to 50 lbs. 4. Contractor staff shall maintain statistical records and reports as detailed in the Statement of Work. 5. Key Personnel and requirements are as follows: Project Technicians: Mandatory: Must have at least one year of recent experience with library collections and using and understanding library shelving order schemes. Project Manager: Mandatory: Must have excellent management experience with shelving projects or similar projects and have at least three years of previous supervisory or project management experience related to maintaining library collections or related projects. Previous experience with an integrated library system, such as Voyager, is highly desirable. Contractor staff shall work hours/schedule as outlined below. Staff Time/Requirements: Project Technicians: Monday-Friday 7-8 hours per day Project Manager: Monday – Friday 8 hours per day All hours must be scheduled between 7:30 am and 5:00pm. Individual schedules for contractor staff and any subsequent schedule changes must be approved by the Project Officer. The Project Officer shall have the right to evaluate and approve all staff assigned to work on this contract. The Project Officer must be notified of any and all changes in staffing after the award of the Purchase Order, and the Project Officer must approve all staffing changes. Mandatory: Resumes must be submitted and approved prior to placement of personnel. If there is a problem with contractor staff performance, the Project Officer will consult with the Project Manager to resolve the matter. If performance does not improve, NLM reserves the right to request the contractor replace staff on the contract. Contractor staff shall not work on weekends, federal government holidays or when the government is closed. D. Government Responsibilities 1. The Government shall provide: a. A workstation onsite for contractor staff to discharge items from the Voyager Circulation Module and perform bibliographic data entry as instructed by the Project Officer. Equipment provided to the contractor will include at least two (2) computers, a printer, paper, access codes, and software required for contractor tasks. The NLM book repair lab is located in room B1E-21, and this is where the contractor will perform repairs to damaged General Collection items. All necessary book repair supplies and equipment will be provided by the NLM. b. Work area for sorting materials to be shelved will be provided in designated areas on the B1, B2 and B3 floor levels. c. Office supplies necessary for assigned tasks. d. Training (maximum of 12 hours), including sessions in using Voyager and overviews of the requirements and procedures. Additional training for special tasks or significant changes in policies and/or procedures shall be provided by the Project Officer or other designated NLM personnel. Book repair training will be provided by the Project Officer, but it is expected that at least one contractor staff person shall have book repair training and experience prior to working on the contract. 2. The NLM Project Officer is Mary Kate Dugan and the Alternate Project Officer is Atalanta Grant-Suttie. 3. The Project Officer will meet weekly with the Project Manager to discuss any problems, concerns, or needs concerning policies and procedures, quality assurance and performance. II. SERVICES TO BE PERFORMED A. General Requirements 1. Independently, and not as an agent of the Government, the contractor shall furnish all necessary labor and services to perform the work set forth in the tasks outlined below in this Statement of Work. 2. The Statement of Work may be revised and/or changes by the Government to reflect changes in procedures, technologies, or new requirements. 3. The work to be performed under this statement of work is performed onsite at the National Library of Medicine and requires the contractor to handle materials which the Library is mandated to collect and preserve. These materials are often irreplaceable. The contractor shall always follow the Reporting Problems in the Collection Areas and Guidelines for the Care and Handling of Library Materials appear below: ******************************************************************** Water Leaks -- Report Immediately by calling the following until one person is reached. * Preservation and Collection Management Section (PCM) 496-8124 * Office of Administrative and Analysis Management Services (OAMAS) 496-5441 * Walter Cybulski, Disaster Recovery Director (PCM) 496-2690 * Mary Kate Dugan 435-7113; Karen Sinkule 435-7117 Safety Issues * Never climb on stack shelves ANYWHERE * Never kick-in books on bottom shelf to use as a step to reach higher items * Careful handling and pushing book trucks; keep loads balanced * Operation of compact shelving, B3 level – obey the signs posted on the compacts to comply with safety rules * Never climb on the compact shelves because the safety devices do not work unless a person is standing on the aisle floor NLM Rules for Handling Library Materials * Never bring food or drink into stacks * Always make sure your hands are clean whenever touching collection materials * Never use scotch tape, rubber bands, sticky post-it notes on Library materials * Items pulled in error must be returned to correct shelving location. Please do not leave items laying on nearby shelves * Except for oversize volumes, volumes should be placed on shelves in an upright position, spines facing out. No volume should ever be shelved on its fore-edge. After volumes have been retrieved or shelved, bookends should be adjusted so that the volumes are properly supported and will not lean. Volumes should not be shelved so tightly that damage to the spine results when they are retrieved from the shelf. * Oversize volumes that have red OVRS tape on the spine shall be shelved by laying the volumes down on their sides with the spine facing outward. Oversize volumes on the B-1 level shall be shelved in stacks not to exceed six inches in height, and with the latest vol/year resting on the top of the stack. Oversize volumes on the B-3 level are shelved at the beginning (before the W1 A’s) of the serials collection, and should be shelved in stacks with the earliest vol/year resting on the top of the stack. * When volumes are removed from the shelves, each item should be grasped by the middle of the spine, not pulled by the headcap (top of the spine) where they are most susceptible to damage. * Use bookends on all shelves that are not completely filled. Ask the Project Officer for any additional bookends that are required to keep library materials from falling over while on the shelf. Use bookends on book trucks that are not completely filled with volumes to prevent items from falling over or off the book trucks. The Project Officer will provide special magnetic bookends to be used to support bindable units on the book trucks before they are sent to the bindery. Damaged or Problem Collection Materials Refer to CMU * No call number * Missing pages; missing text; broken bindings * Fill out CMU Blue Form – include your name and today’s date * Items with loose pages or items in danger of losing text, immediately deliver to the Project Officer * Volumes with any evidence of dampness, mold, mildew or insects should be delivered immediately to the Project Officer Problems -- Report the following problems to the Project Officer * Bent or broken shelves anywhere in stacks * Broken compact shelves, B3 level * Broken book trucks * Lights out in stacks * Dirty or dusty shelves and work areas REMINDER: The B2 Level has electrical switches on the end of each range. Please remember to turn lights off when you exit an aisle. ************************************************************************************* 4. APPENDIX XXX All work under this contract shall be monitored by the Project Officer whose position is defined elsewhere in this contract. B. Specific Requirements Specifically, the Contractor shall perform the following tasks: PART 1: SHELVING, DISCHARGING, AND SHELFREADING COLLECTION ITEMS 1. Overview The contractor shall shelve library materials pulled from the General Collection, HMD collections and the Main Reading Room collection, shelve all newly acquired material, shelve all newly bound journals, consistently and routinely shelf read all of the collections, and shift material as necessary, usually not more than fifty (50) shelves in either direction unless special instructions are given by the NLM Project Officer. This includes shelving and shelf reading in the Main Reading Room's collection; shelving, shelf reading and shifting in the recently published serials collection located on the B-1 level (bound and unbound serials), shelving, shelf reading and shifting in all collections on the B-2 level, including all titles received in microform formats; and shelving, shelf reading and shifting of older serials located on the B-3 level (bound and unbound serials); and shelving, shelf reading and shifting all oversize materials in the General Collection. The contractor shall also shelve all pre-1871 serials and pre-1914 monographs, including oversized monographs, on the B-3 level of HMD. The contractor shall not shelve items in the HMD B-1 level stacks. All items to be shelved will be counted by the Project Officer or a designee and delivered to the contractor on book trucks along with a control slip. The control slip will contain the number of items to be shelved, the location for shelving, the time they were counted, and the date. Collection items that do not need to be discharged before being shelved will have a white control slip on the book truck of counted items delivered to the contractor, and collection items that need to be discharged will have a yellow control slip on the book truck. The contractor shall never shelve items that are delivered without a control slip. As soon as items are delivered to the contractor for shelving, and as soon as items that require discharging are ready to be shelved, the contractor shall shelve them accurately and correctly according to the following locations and time frames: * Main Reading Room – all items delivered at the end of today must be reshelved by 8:30am the next working day * General Collection, B-1 Level – all items delivered must be shelved within 4 working hours of delivery * General Collection, B-1 Level Range Ends – all items must be reshelved once each day * General Collection, B-2 and B-3 Levels – all items delivered must be shelved or reshelved within 8 working hours of delivery * Gift Serials Collection, B-3 level – all item delivered must be shelved within 8 working hours of delivery * HMD, B-3 Level – all items delivered must be reshelved on the same working day, usually on Tuesdays and Thursdays. The contractor shall in exact call number order all items delivered to be shelved. NLM has more than one call number scheme and the Contractor shall always shelve items at the correct shelf location. Every range of shelving has a card holder that contains a 3” x 5” card on which is written the beginning and ending call numbers of all items shelved in that range. The card holders are located at the end of each range above eye level. The B-1 level range-ends also shall have the call numbers taped onto the ends of the stack ranges in addition to the range-end cards which contain the appropriate call number for that range and are held in the card holders at the end of each range. The B-2 and B-3 level ranges have only range-end cards and do not require that additional call numbers be taped onto the range ends. It is very important that these cards, and the taped call numbers, are always be correct, and it is the responsibility of the contractor to do that. Whenever the contractor finds items that are damaged, such as those with loose or detached pages, broken spines, or other problems, the contractor shall not shelve them, but immediately deliver the damaged items to the Project Officer. NLM has an integrated library system (ILS) known as Voyager. There are several different modules in Voyager that perform basic library functions, such as the Cataloging and Circulation modules. The Cataloging Module contains bibliographic, holdings and item records for all serial and monograph titles in the NLM collections. The Cataloging Module also contains item records which contain the call number, shelving location, MRI (barcode) and the specific volume numbering information for each serial item. When performing certain special support tasks, the contractor might be responsible for editing and deleting item records to ensure that the item records accurately reflect the Library’s holdings information, and that the information in the item record is accurate and formatted correctly. The Circulation Module will be used by the contractor to discharge items from the Library’s Indexing Section before they are shelved. 2. Discharging items returning to the General Collection from the Indexing Section Twice each week the contractor will receive a book truck of journals that were indexed and need to be shelved on the B-1 level. The Collection Management Unit (CMU) first reviews each journal issue before delivering them to the contractor for shelving. Upon delivery to the contractor, the contractor shall discharge each journal issue before shelving them. The book truck will be delivered to the contractor with a yellow control slip which indicates that all items must be discharged prior to being shelved. Shelving of the General, Reference, and HMD Collections National Library of Medicine Date: ____________ THESE ITEMS NEED TO BE DISCHARGED Circle one of the following shelving areas: Reading Room B-1 Level B-2 Level B-3 Level Sorted by: _______________ (Name) Time: ___________ Count: ____________________ To Discharge a Volume or Item in Voyager Circulation a. Login into Circulation Module b. Click on Discharge (2nd Icon from the left ) c. Wand-in barcode on back of volume or item and click on check mark d. Repeat Step c for all volumes to be discharged The screen below shows a barcode in the Item Barcode for the item being discharged. 3. Sorting of materials before shelving The Contractor shall first sort all materials on all book trucks in call number (shelf list) order and in correct shelving collection location before shelving items into the collection. There are sorting areas on each stack floor. The NLM Project Officer will show the Project Manager where each sorting area is located on the first day of the contract period. While sorting materials, it is very important that the contractor pay close attention to the condition of items being shelved. The contractor shall remove items that show damage to the covers or have loose/detached pages that are falling out of the piece. The contractor shall not shelve these items, but return them to the Project Manager who shall refer them to the Project Officer. If the contractor has a question or concern about the condition of an item, then he/she shall return the item to the Project Manager for a review with the Project Officer. 4. Location of Call Numbers The call number is the shelf address for all collection items. It is either printed on a label or printed directly onto the spine of a book. If the spine of the book is too narrow for the call number label to fit, the call number will be found on the front of the book or serial, usually on the upper-left hand side. Usually a title has its own unique call number, but sometimes more than one title can have the same call number – e.g. when a title changes but the numbering of the volumes continues. No other title has that exact call number. Serials and books-in-parts have call numbers that differ only by volume or part number. Added copies of a title use the same call number. 5. NLM Call Numbers a. General Classification Call Number The General Classification call numbers are comprised of a Class number and a Cutter number, and sometimes other alphanumeric codes as discussed below. All serials on the B-1 and B-3 levels have a General Classification call number which always begins with the classification number Wl. Monographs shelved in the General Classification collection area on the B-2 level will always have a General Classification call number. (1) Class Number The class number assigned to a collection items is determined by the subject content of the work. Class numbers are arranged in alphabetical order. Reading the call numbers from left to right, a single letter is filed before a double letter combination. For example, H would come before HA and W before WZ. The numbers in the classification area are arranged in numerical order as whole numbers. Some classification numbers have a decimal in the number, and this follows the regular number. For example: Q QW QW QW QW QW QZ QZ 80 1 13 13.5 70 70.3 43 98 W W W W W W 1 2 3 19 19.5 20 (2) Table G Number Some General Classification call numbers contain a number from Table G, specifically most items in the Government Documents collection. Table G is a system of notations that provides a geographic designation of materials under specific class numbers. There are nine major geographic regions or jurisdictions identified by a one or two letters, e.g., A (United States - Federal Government), AA1 (United States - geographic area), F (Great Britain) and G (Europe). Other Table G notations are comprised of two letters followed by one or two numbers, e.g., AM3 (Maryland), AM3.2 B2 (Baltimore), FE5 (England), and FE5.2 L6 (London). Table G numbers follow the class number and are arranged in alphabetic and then numeric order. A single letter and number(s) come before double letter combinations beginning with the same letter. All the letter-number combinations that begin with a particular letter come before the next letter in alphabetic sequence. Examples follow with Table G numbers in bold print: W2 W2 W2 W2 W2 W2 W2 W2 A3 AC8 AK3 AK4 AK4 DA5 DA7 FA1 U58n C7a D8e K6u L6t H8k L4e N6s (3) Cutter Number The Cutter number is an alphanumeric code for author names. It follows the class number part of the call number and is comprised of a letter followed by a number(s). The letter usually is the same as the first letter in the author's last name. The following examples show the correct arrangement of General Classification call numbers with Cutter number portion in bold print. It is extremely important to note that the Cutter number is always arranged as a decimal and not as a whole number. Examples follow: WM WM WM WM 340 340 340 340 C685 C6855 C686 C6862 (4) Work Mark The work mark is a sub arrangement that distinguishes different editions of the same title and by the same author. The work mark is usually one or two small letters, and it always immediately follows the Cutter number. Work marks are filed alphabetically. Examples follow with the work marks in bold print: WM WM 415 415 E68hb E68i 1980 1980 (5) Volumes Volumes, parts, and numbers of the same title are shelved in numeric sequence. If a volume is subdivided into several parts, all the parts or numbers of the volume come before all other volumes of the set. For serials (WI's) the abbreviation, or symbol, for volume is “v.” and for number(s), or issue(s), it is “no.” and not “nos.” A glossary of other abbreviations, including foreign abbreviations, will be made available to the Project Manager by the Project Officer. These abbreviations may or may not appear on the spine, whereas the volume number and issue number almost always are printed on the spine of bound serials. Examples follow with the volumes, parts, and numbers of the call number in bold print. W1 W1 W1 W1 W1 JO24 JO24 JO24 JO24 JO24 1 1 2 2 3 1-4 5-8 1-4 6-8 1-4 2004 2004 2005 2005 2006 QD QD QD QD QD 258 258 258 258 258 M946m M946m M946m M946m M946m 1 1 2 2 2 pt.1 pt.2 pt.1 pt.2 pt.3 2004 2004 2005 2005 2005 WM WM WM WM WM 362 362 362 362 362 C835 C835 C835 C835 C835 Bd.13 Bd.13 Bd.13 Bd.14 Bd.18 T.3a T.3b T.3c T.1a T.1a 2005 2005 2005 2005 2005 (6) "f' and "q" Occasionally there are two small letters that appear in the call number that no longer have any meaning or significance to the shelving of books, but are very often confusing. The small "f' and "q" that appear before the Cutter number used to indicate the size of the item and were used to designate a special shelving location. Both of these letters should be ignored in the sorting and shelving of collection items. Examples follow with the "f' and "q" in bold print: WG WL WM 200 350 458 qB624p fB534c qC323 2004 2009 2008 (7) Audiovisuals Audiovisuals are classed in the NLM Classification scheme just like print materials. The only difference is the inclusion of a medium designator (AC for audio recording, FC for filmstrip, KT for kit, SL for slides, MP16 for 16mm motion picture film, VC for video cassette, and CA for computer file) after the class number and before the Cutter number and date. Audiovisuals with the same class number are then arranged by the medium designator, and then by the Cutter and date. Examples follow with the medium designator in bold print. QV QV QV QY WB 150 350 353 353 205 AC FC SC VC CA no.7 no.1 no.2 no.8 no.1 2006 2005 2008 2009 2007 b. Limited Cataloging Call Number A separate collection of monographs that has received "limited cataloging" is normally on the B-2 level but early in 2009 the Limited collection was moved the NLM offsite facility. This collection is scheduled to be returned to NLM sometime in late 2010 or early 2011. The pieces in this collection have not been classified according to the General Classification numbering scheme. Instead, they have been labeled with a simple alpha/numeric accession number. The first part of the accession' number has one or two letters, and is followed by a number of from one to four digits. All items with a Limited Cataloging call number are arranged first in alphabetical order by single letters (A through Z) followed by numbers, and then in alphabetical order by double letters (AA, BB, CC, etc) followed by numbers. At present the Limited Cataloging collection has not received any items numbered beyond KK. Very few items are added to this collection each year. Important Note: All items with single letters call numbers are shelved before all pieces with double letters. For example, the following rows of limited cataloging call numbers are sorted in proper call number order: A A J Q Z AA CC EE KK KK 19 123 8 130 1269 13 177 7289 55 555 c. Accession Number Collection The Accession Number call number is a shelflist scheme which includes a year identifier with an alphabetic sequence and a three-digit number" (e.g., 1993 A-001 through 2009 Z999). The shelf order for this collection is determined first by year followed by the alphanumeric scheme. Pieces with the same letter are then sorted by straight numerical order. The following are examples of Accession Number call numbers in correct call number order: 1993 1994 1999 2005 2007 2009 A-001 F-245 K-012 C-069 D-8222 J-510 d. Microforms Collection Microforms are comprised of microfilm and microfiche and are housed in special microform cabinets on the B-2 level and B-3 level. There are several separate collections on microfilm and microfiche, and each is filed according to a unique call numbering scheme. The front of each cabinet drawer displays the call number range for items shelved in the drawer. All microfilm items are stored in boxes on which is printed the call number (film number). The Project Officer will train the Project Manager as to the correct arrangement for each of these collections within the first week following award of contract. 1) Microfilm Service Copy Collection The Service Copy Microfilm collection is located in cabinets on the B-2 level and contains both monographs and serials which have been microfilmed. All service copy microfilm are on reels and housed in boxes on which is printed the film number (call number) of the item(s) filmed. The items in this collection have not been classified according to the NLM Classification Scheme. (a) Monograph Service Copy Microfilm The first part of the monograph microfilm collection is arranged according to a two digit number followed by a hyphen and then another one or two digit number, e.g., 48-1, 48-19, 48-23, etc. In the monograph microfilm collection the hyphenated numbers always precede the unhyphenated numbered film. The second part of the monograph microfilm collection is arranged in straight numeric order, but the number may or may not be preceded by the work "Film", e.g., Film 52, 272, Film 293, 1008, Film 1056. The following examples are in correct call number arrangement for the microfilm monograph collection. Each of the following four columns of numbers represents compartments inside a cabinet drawer of microfilm. 48-1 2046 2877 6144 48-2 2050 2878 6152 75-44 2177 3587 6155 75-46 2398 3778 6188 75-81 2450 4330 6550 2042 2550 5567 6925 2045 2672 6136 7023 (b) Serial Service Copy Microfilm Serials on microfilm are always given a one to five digit call number which is always preceded by the letter "S". It is important to note that the zeroes which fall to the left of the number should always be ignored when filing (shelving) serial service copies on microfilm. The following are examples of the correct call number arrange for serials on microfilm. Each of the columns below represents one of the four compartments of the microfilm cabinet drawer, and reels are placed from back to front in the microfilm cabinet drawers. S1 S8865 S8940 S9204 S3 v.1 1865 v.1 1834 v.4 1823 S0004 S8865 S8940 S9204 S5 v.2 1866 v.2 1935 v.5 1824 S96 S8865 S8942 S9204 S02904 v.10 1874 S09020 v.6 1825 S07728 S8867 S9204 S9320 v.35 1925 S8868 v.1 1820 S9324 S07728 v.3 1910 S9204 S9336 v.35 1925 S8868 v.2 1821 S9445 S07728 v.4 1911 S9204 S9445 v.35 1925 S8872 v.3 1822 S9446 (1) American Medical Periodicals 1797-1900 Collection The American Medical Periodicals, 1797-1900 is a separate serials collection on microfilm which is stored in cabinets immediately following the serials microfilm collection. The call number consists of a Unit number followed by a Reel number, e.g., Unit 1 Reel 2. The following are examples of items from this collection in correct call number order: Unit 1 Unit 1 Unit 1 Unit 2 Reel 1 Reel 4 Reel 70 Reel 6 (2) The Eighteenth Century Collection Microfilm in this collection is located in the cabinets following the American Medical Periodicals, 1797-1900 collection. These reels of microfilm are arranged in "Reel" number order, e.g., Reel 4905 followed by Reel 4906. The following are examples of items from this collection in correct call number order: Reel 4903 Reel 4905 Reel 4934 Items Items Items 1-13 1-12 1-5 2 ) Microfiche Collection The NLM collects many titles on microfiche, the majority of which are government published technical reports produced by the National Technical Information Services (NTIS), the Congressional Information Service (CIS), and the Government Printing Office (SUPTDOCS/GPO). Most microfiche titles are kept in envelopes which protect them from being damaged. The Contractor is to get microfiche envelopes from the NLM Project Officer whenever they find fiche title sets without envelopes. (a) NTIS Collection The NTIS collection contains the majority of titles on microfiche. Each fiche in this collection has "NTIS" printed on the upper righthand comer on the front of each fiche. These fiche are filed by a call number, an alphanumeric code located on the upper left-hand side of each NTIS fiche, e.g., A-1314, BNL-36786-pt.1, PB82166125. NTIS fiche are filed first by the letters, and then by the numbers. Examples of correctly filed NTIS microfiche are: AD-476 472 AD-660 003 PB-273 335 AD-477 447 AD-660 010 PB-273 336 AD-487 447 AD-660 025 PB-273 337 AD-487 483 AD-660 543 PB-273 350 (b) General Classification Number Collection Many microfiche titles are assigned a General Classification call number which is printed on the front of each envelope that holds the fiche. This collection follows the NTIS collection and is filed according to the instructions under Appendix G, Section B.1. (c) Congressional Information Service (CIS) Collection Titles in the Congressional Information Service (CIS) are identified by the code "CIS" which is printed on the upper front right-hand comer of each microfiche along with the last two years of publication, e.g., 77, 79, 88) etc. All CIS fiche are filed according to call number assigned to each which is written in the upper left-hand comer of each fiche. The call number is comprised of a letter followed by numbers. All CIS fiche with the same call number are then filed in order by the year of publication, e.g., CIS 77, CIS 78, CIS 80, etc. Examples of correctly filed CIS fiche are as follow (from front to back in the cabinet drawer): S 181-40 CIS 79 S 181-31 CIS 78 H 181-69 CIS 77 H 181-67 CIS 80 H 181-67 CIS 79 H 181-67 CIS 78 H 181-37 CIS 78 H 181-36 CIS 78 H 181-13 CIS 77 (d) SUPTDOC/GPO Collection Microfiche titles in the SUPTDOC collection are identified by the alphabetic code "SUPTDOC/GPO" which appears on the front upper-right hand comer of each fiche. These fiche are arranged by a call number which is an alphanumeric sequence. They are filed first by a letter(s) followed by numbers, a decimal, slash, colon, etc., e.g., A77.219/4:6/PT.1. When call numbers are the same the SUPTDOC fiche are then arranged by a five (5) digit number which appears on the upper right-hand side of the fiche. In the examples below of correctly filed SUPTDOC microfiche, this number appears in bold print. Y 1.4/6:97 0735 Y 1.4/6:97 00689 Y 1.4/6:97 00686 D 101.6012:1303 D 101.6012:1301 D 101.6012:1295 D 101.6012:1292 AE 2:106/3:14/p.1-59 AE 2:106/3:12/p.1-199 AE 2:106/3:11/996 A 101.17:20-2A 111.9:H-6 A 77.219/4:6/pt.1 6. Control slips There are two (2) different control slips that are used to deliver items to the contractor to be shelved and to record the areas of the General Collections that have been shelf read by the contractor each week. a. White control slips are used for items to be shelved that do not require being discharged before being shelved, and yellow control slips are used for items that do need to be discharged before being shelved. The following information is filled out by the NLM Project Officer or designee: * Date items were counted and delivered by NLM Project Officer. * Number of items on the book truck to be shelved. * Initials of NLM Project Officer (or designee) who counted the delivered items to be shelved. * Area of the collection where items are to be shelved, or type of material to be shelved, such as newly bound items. Shelving of the General, Reference, and HMD Collections National Library of Medicine Date: ____________ Circle one of the following shelving areas: Reading Room B-1 Level B-2 Level B-3 Level B-3 GIFT COLLECTION Sorted by: _______________ (Name) Time: ___________ Count: ____________________ b. Yellow control slips are used for items to be shelved that must be discharged before being shelved. The following information is filled out by the NLM Project Officer or designee: * Date items were counted and delivered by NLM Project Officer. * Number of items on the book truck to be shelved. * Initials of NLM Project Officer (or designee) who counted the delivered items to be shelved. * Area of the collection where items are to be shelved. Shelving of the General, Reference, and HMD Collections National Library of Medicine Date: ____________ THESE ITEMS NEED TO BE DISCHARGED Circle one of the following shelving areas: Reading Room B-1 Level B-2 Level B-3 Level Sorted by: (Name) Time: ___________ Count: ____________________ There is a Shelf Reading control slip that is to be used by the Project Manager to record the collection areas that are shelf read by the contractor in a one-week period and delivered to the Project Officer each week. SHELFREADING CONTROL SLIP Week of ___________________ Location ________________ Date Time Started Time Finished Range # Call # Started Call # Finished Approx No. of Errors 7. Shelf charges in plastic colored gussets NLM used to place shelf charges on the shelves to indicate that items were away from the shelf for a legitimate reason but now the Voyager Circulation module tracks the circulation of collection materials online. The shelf charges used to be placed inside plastic sleeves called gussets which can be several different colors, such as green, red, white and yellow with a clear window. There may still be some shelf charges in gussets on the shelf in the place where an item was removed, especially in the HMD collection on the B-3 level. The contractor shall always read the information on the shelf charge and, if it matches the piece that is being shelved, remove the shelf charge and gusset and return it to the Project Manager who shall deliver all pulled shelf charges in gussets to the NLM Project Officer. Shelf charges found in the HMD collection on the B-3 level shall be pulled and given to the HMD Reference Librarian on duty the same day the item(s) is reshelved. If the shelf charge does not match the item to be shelved, the contractor shall let the shelf charge remain on the shelf making sure it is in the correct shelf location. 8. Shelving and reshelving General and Reference Collection materials Each working day materials to be shelved or reshelved will be delivered to the contractor. Materials delivered to the contractor on the book trucks will be sorted only to the extent that each will contain material for only one collection location, e.g. Main Reading Room, B-1 Stacks, B-2 Stacks, or B-3 Stacks, HMD. The NLM Project Officer, or designee, will count each item on the book truck and record this, along with other information, on a control slip. The book trucks will be placed in designated pick-up locations in each of the major collection areas, i.e., the Main Reading Room, B-1 level, B-2 level, B-3 level and HMD Reading Room. The NLM Project Officer will show these pick-up points to the Project Manager on the first day of the contract period. Once designated, these pick-up locations will remain constant unless a new location is agreed upon by both the NLM Project Officer and the Contract Project Manager At 11:00 a.m. each working day the contractor shall go to the Serials Records Section located in Room B1 W-10 with an empty book truck. The contractor shall leave the empty book truck and pick up the book truck filled with the newly received serials and bring them back to the sorting area on the B-1 level where they will be counted and delivered by an NLM staff person. These items do not need to be discharged. Once they are counted and delivered to the contractor all items must be shelved on the B-1 within 4 (four) working hours, and within 8 (eight) working hours for the B-2 and B-3 levels. Each working day the contractor shall shelve the delivered materials in each area of the General and Reference collections as described below, except for HMD materials which will be counted and placed on a book truck in the Main Reading of the History of Medicine Division. The contractor shall go to the History of Medicine Reading on Tuesdays and Thursdays to shelve the items on the HMD B-3 level that are on the book truck. These items will be delivered with a white control slip and do not need to be discharged prior to shelving. a. Shelving materials in the Main Reading Room All Reference items to be shelved in the Main Reading Room are counted and delivered to the contractor by the NLM Project Officer or designee by the close of business each working day. The contractor shall shelve these materials by 8:30 a.m. each following working day. The Main Reading Room collection includes standard general reference works, as well as basic reference materials and textbooks; a serials collection of the latest five (5) years of approximately one hundred fifty (100) titles; abstracting and indexing titles, such as Index Medicus, Science Citation Index, Current Contents, and Excerpta Medica. All print materials in the Reading Room collection have a green tape on the spine of each item with “Reference” printed in black. Any items which belong in the Reading Room collection and which do not have the green “Reference” tape on the spine shall be returned to the NLM Project Officer. Some of the Library’s current audiovisual materials (some audiovisual programs produced in the current and two previous years) are shelved in the Main Reading Room in an area designated for audiovisuals. These items will have a piece of blue tape on the spine which reads “Ref AV”. The majority of audiovisual programs, regardless of the date of production, are shelved on the B-2 level. b. Shelving Materials on the B-1 Level from Book Trucks, General Collection Materials to be shelved on the B-1 level, and do not need to be discharged, will frequently be delivered to the contractor on book trucks each working day. The B-1 level contains recently published serials (1995 to the present), both bound and unbound. All serials shelved on the B-1 level have a call number that begins with W1, e.g., W1 VE809 v.2 no.1 2006. Sometime in 2010 or early 2011 NLM will shift all journals published from 1995 through 1999 to the B-3 level. This project will take several months to complete. The contractor will be informed by the Project Officer each day about which titles have been shifted to ensure that journals published in 1995 through 1999 are shelved on the correct floor level. c. Shelving and reshelving materials from range-ends on the B-1 level, General Collection Currently another contractor retrieves collection items from the shelf to fulfill interlibrary loan requests, and places them on a special color coded shelf (usually pale green) at the ends of specified ranges of shelving located along the main aisles of the B-1 stacks. The items are removed from the special shelf to be photocopied or scanned and then placed back on the shelf to be reshelved by the contractor. The Project Officer will show the contractor where the range-end shelves are located on the first day of the contract period. The contractor shall reshelve all items on the range-end shelves at least once each day. Materials located on the special shelf at the end of the ranges do not need to be discharged before being reshelved. d. Shelving materials on the B-2 level, General Collection Materials to be shelved on the B-2 level will be delivered to the contractor on book trucks. The contractor shall sort and shelve the materials according to the collection areas on the B-2 level where they are to be shelved. The B-2 level contains the following collections. 1) General Classed Collection Those monographs which have been cataloged according to the General Classification call number scheme are located in the General Classed Collection. Presently the largest portion of collection materials on the B-2 level is housed in the General Classed collection area. An example of a General Classification collection call number is WK 520 V346 1987. 2) Accession Number Collection In 1993 the NLM began assigning accession numbers to all newly cataloged monographs, except monographs shelved in the Main Reading Room or items that belong to a series, or books-in-part, which were originally cataloged with a General Classification call number. The majority of newly received monographs will be shelved in the Accession Number collection area. An example of an Accession Number collection call number is 2008 A-013. 3) Limited Cataloging Collection This collection has been removed from the Library and is currently being stored at an offsite location until approximately 2011 when it will be returned to the B2 level. Items from the Limited Cataloging collection contains monographs that NLM does not plan to completely catalog. This collection is infrequently used by Library patrons. An accession-type number has been assigned to these collection items, but it differs from the Accession Number mentioned above. An example of a Limited Cataloging collection call number is B63 or CC 177 4) Government Documents Collection All serial government publications that are administrative or statistical in nature receive a classification number beginning with W2, and are shelved in the Government Documents collection area. An example of a Government Documents collection call number is W2 M O2R. 5) “Z” Collection The Z collection consists mainly of bibliographies, indexes and abstracts, dissertations and congresses. The major of this collection was removed from the Library and is currently being stored at an offsite facility with plans to return to the B2 level in 2010 or 2011. There are a few serials that remained onsite for this collection. All items in this collection have a call number that begins with the letter Z. An example of a Z collection call number is Z 674.3 I43. 6) Audiovisual (AV) Collection The Audiovisual Collection holds all the non-print collection items, such as DVDs, CDROMs, video cassettes, video recordings, audio cassettes, film strips, and slide programs. (An example of an AV collection call number is QV 353 VC no.8. – the VC indicates that the item is in a videocassette format. Not all audiovisuals will have a classed call number and the audiovisuals procured since the past three years, since 2005, are assigned an accession-type call number – e.g. 2008 AV-0386 or 2006 AV-0821. Audiovisuals classed as serials (W1's) are shelved in the AV collection in shelflist order. Motion Pictures and 16 mm films, are not shelved in the Audiovisual Collection. Motion pictures are shelved in a film vault located on the B-3 level and the contractor shall not shelve items in the film vault. e. Shelving materials on the B-3 Level, General Collection Items to be shelved on the B-3 level will be delivered to the contractor on book trucks. All serial titles on the B-3 level have call numbers that begin with W1, e.g., W1 LA767 v.8 1976. The B-3 level has only electrically operated compact shelving for storage of the Library’s older serial titles. It is extremely important that the contractor always immediately report to the NLM Project Officer any problem or malfunctioning of the compact shelving, giving the exact location (range number) and call number area of the problem. Collection space on the B3 level is extremely tight. NLM frequently receives gift journal volumes that sometimes cannot be interfiled with the appropriate title because of lack of shelf space. Items that cannot be interfiled and shelved on the West wall of the B-3 level, and must be kept in correct call number order. During the contract period, some construction will occur intermittently on the B-3 level, including the installation of compact shelving in the Fall of 2009. The construction will take place in three (3) separate phases over a four year period, 2009-2012, and will require that the journals stored in the space affected be moved to empty compact shelves on the B-2 level. The moving of these journals will not be performed by the contractor. The Project Officer will notify the Project Manager when the moves will occur so that journals continue to be shelved properly. f. Shelving and reshelving all oversize materials, General Collection The General Collection contains oversized items which require special shelving treatment. Oversize items are those which are too large to be shelved upright in the normal bookcase shelving and must be shelved in separate areas designated for oversize volumes, except for oversize serials on the B-1 level. The Project Officer will show the contractor the location of the oversized items in the General Collection on the B-3 level on the first day of the contract. Oversize items on the B-1 level are shelved in with regular size volumes either spine down or laying flat on the next shelf. The oversized items normally kept on the B-2 level were moved to the Library’s offsite storage location in July of 2009, and will return to NLM in late 2010 or early in 2011. Oversize items that belong to HMD should be given to the Project Officer or the HMD Reference Librarian on duty in the HMD Reading Room to be shelved. Important Note: The number of volumes shelved flat on top of each other in the designated shelving areas for oversized volumes, or on the regular shelves on the B-1 level, shall not exceed one-half the height of the shelf or 6” in height. Oversize monographs and serials, except for oversize serials on the B-1 level and oversize materials in HMD, have red tape with “OVRS” printed in black on the spine or on the front cover of the volume. If a volume does not have a red tape saying OVRS and is too large to be shelved upright on the B-2 and B-3 areas of the General Collection, the item should be given to the Project Officer for relocation to the designated oversize areas on the B2 and B3 floors. Oversize items shelved on the B1 level are shelved in with all other titles regardless of size. 1) B-1 level oversize journals, General Collection All oversize journals on the B-1 level shall be shelved in ascending call number order, which means that the latest published items are always placed on the top of the stack or pile. For example the following oversize items, which lay flat with spines facing out, are in ascending call number order: W1 ME 459 v. 32, no. 4, 2004 (unbound) W1 ME 459 v. 32, no. 3, 2004 (unbound) W1 ME 459 v. 32, no. 2, 2004 (unbound) W1 ME 459 v. 32, no. 1, 2004 (unbound) W1 ME 459 v.31, 2003 (bound) Shelf 2) B-2 Level oversize monographs and serials, General Collection After the return of the oversize items normally shelved on the B-2 level, they shall be shelved in descending call number order. For example the following oversize items, which lay flat with spines facing out, are in descending call number order: WX 289 C459 WD 567 E76 1972 WA 764 H289 QV 600 M23 1945 HC 26 D766 1985 Shelf 3) B-3 Level oversize journals All oversize journals on the B-3 level shall be shelved in descending call number order which means that the latest published items are always placed on the bottom with earlier published items on top of the stack or pile. For example, the following oversize items, which lay flat with spines facing out, are in descending call number order: W1 S729 1913 Bd.1 W1 S729 1913 Bd.2 W1 S729 1914 Bd.1 W1 S729 1914 Bd.2 Shelf g. Shelving materials in the History of Medicine Division, B-3 level The Contractor shall shelve all journals and monographs, including oversized monographs, on the B-3 level of the History of Medicine Division (HMD) whenever items are ready to be shelved by the contractor which is usually twice each week, normally Tuesdays and Thursday. The contractor shall go to the HMD Reading Room located on the first floor of the Library twice each week to get the book truck of materials to be shelved, and be escorted to the B-3 by an HMD staff member. The contractor shall sort the materials in call number order prior to being shelved. The contractor shall pull all shelf charges that match exactly the item being shelved and return the slips to the HMD Reference Librarian in the HMD Reading Room. Items to be shelved in HMD, B-3 level, will already have been discharged from the Voyager Circulation module by HMD staff. The Contractor shall shelve the following items in the HMD collection: a. Monographs All HMD monographs have a General Classification call number and are shelved accordingly. Not all monographs are bound. Some monographs are unbound, and some are stored in envelopes, but all have a call number. Some items will have the call number on a slip of paper protruding from the volume. The Contractor shall not remove the call number slip, and make sure that it is shelved with the slip protruding from the top of the item. If there is no visible call number on the item to be shelved, the Contractor shall return the item to the HMD Reference Librarian on duty in the HMD Reading Room. Examples of HMD monograph call numbers are following: BF BF BF BF BF F766p F783h F785m F787h F789m 1911 1895 1897 1873 1880 b. Serials (published prior to 1871) All HMD serials have a General Classification call number beginning with "W1", "W2" or "W3" and are shelved in with the monograph collection on the B-3 level, following the General Classification call number scheme. Examples follow: W W W W W 1 1 1 2 3 AN674 AN686h B35 H44 M62 9. Shelf Reading of the General and Reference Collections The contractor shall routinely and systematically spend up to eight (8) hours each working day shelf reading the General collections to ensure that all items are in exact call number (shelf list) order, including all unbound journal issues. The B-1 level is the highest priority area for shelf reading since this is the collection that gets the most activity through interlibrary loan and servicing patrons in the Main Reading Room. In the beginning months of the contract the Project Officer will work together with the Project Manager to devise a plan to ensure that all collection areas mentioned below are systematically and thoroughly shelf read. Each week all shelf reading control slips shall be returned to the NLM Project Officer, showing the areas of the General Collections that were shelf read the previous week. Any items found to be out of shelf list order, because they were mis-shelved by the contractor, NLM staff or other contractors, shall be reshelved by the contractor at no extra cost to the government. All shelf reading problems, which the contractor can identify as being unrelated to the terms of the contract, shall immediately be reported to the NLM Project Officer. Collection Maintenance Contractor National Library of Medicine SHELFREADING CONTROL SLIP Week of ___________________ Location ________________ Date Time Started Time Finished Range # Call # Started Call # Finished Approx No. of Errors Specifically, the contractor shall shelf read the following areas of the General Collection: a. The Main Reading Room 1. Each working day before 8:30 a.m., before the NLM Main Reading Room opens to the public, the Contractor shall shelf read the NLM Cumulated Index Catalogs located in the Main Reading Room. 2. Each week, the Contractor shall shelf read all Reference items shelved in the Main Reading Room, including all bound and unbound serials and monographs. b. B-1 Level The contractor is responsible for making sure that all items are in exact shelf list order, including all unbound journal issues. There is much activity on the B-1 level and other contractors and staff are pulling items all day long from the shelves. Sometimes they may not replace the items in the exact correct location once they realize that they have pulled the wrong item. This makes maintaining the correct order of all items a problem sometimes. The Project Manager shall inform the Project Officer whenever it appears that others using the collection are causing shelving problems so that the Project Officer can try to correct the problem with other contractors and staff. c. B-2 Level The contractor shall completely shelf read all the collections stored on the B-2 level, except for the Accession Number collection. During the entire contract period the contractor shall make sure that all collections are shelf-read. One approach could be that one-fifth of the collections are shelf read each contract year. The Accession Number collection shall be completely shelfread each year of the contract period because it is the most highly used collection on the B-2 level. d. The B-3 Level Whenever the contractor is shelving items on the B-3 level, they shall check the adjacent titles to make sure they are in correct shelf list order as well as the title they are shelving. Systematic shelving of the entire B-3 collection is not required in the same way that shelf reading the B-1 and B-2 levels collection is required. However, the contractor is responsible for ensuring that all items on the B-3 level are in exact call number order. 10. General shifting of small areas of the General and Reference Collections Occasionally areas in the General and Reference collections will become very full, and it will be necessary for the Contractor to shift volumes to make room for new items which are constantly being added to the collections. Normally only two or three shelves of volumes will need to be shifted when this occurs, and the average occurrence is usually once a month. Rarely (perhaps twice a year) it will be necessary for the contractor to shift up to, but usually not more than, fifty (50) shelves of material in either direction of new material being shelved or reshelved. However, if an area becomes so filled as to require shifting more than fifty (50) shelves of volumes, the Project Manager shall immediately inform Project Officer. 11. Quality Control of Shelving The contractor must have no more than one (1) error per one hundred (100) items shelved. The contractor is expected to meet this quality standard for all shelved and reshelved items. The Project Officer will sample completed shelving daily. Errors found by the Project Officer will be reported to the Project Manager and must be corrected within four (4) working hours, in addition to the regular work load, at no additional cost to the government. The Project Manager will be responsible for monitoring and evaluating the work of the contractor staff. The Project Manager shall perform quality assurance measures to assess the quality of work of the contractor staff. The Project Manager shall report quality assurance problems and proposed resolutions to the Project Officer at the weekly meeting. PART III: REPAIR OF GENERAL COLLECTION ITEMS NLM has a fully equipped Book Repair lab located in room B1E-21 that shall be used by the contractor to repair damaged items from the General Collection. No items from the History of Medicine Division collections will be repaired by the contractor because conservation of library materials is not a requirement of this contract. Most repairs are simple to execute and include such repairs as page and cover tears and tipping-in detached pages, sewing items into pamphlet binders, and repairing spines. It is expected that approximately 2,500 collection items from the General Collections will require repair each year of the contract. The contractor shall pick up items to be repaired in the Collection Management Unit each week and charge them to “REPAIRLAB” in the Voyager Circulation system. This will require that the items are first discharged and then recharged to REPAIRLAB. The contractor is responsible for ensuring that collection items are completely repaired within the 30 day loan period. If any item requires a longer period than 30 days to be repaired, the contractor shall notify the Project Officer, and also renew the item to prevent overdue notices from being generated. All repaired items must be discharged in Voyager by the contractor before returning to the Collection Management Unit for final inspection. If overdue notices are generated for items charged to REPAIRLAB, the contractor shall be responsible for locating the materials, whether in the Repair Lab, in the Collection Management Unit, or in the stacks, discharging the items and refer them to be shelved. PART IV: COLLECTION SUPPORT TASKS Throughout the contract period, the contractor will be tasked by the Project Officer to provide additional hours to perform specific tasks related to collection maintenance. It is estimated that the contractor may perform up to 2,500 hours on collection support tasks during a contract year period. The following are examples of collection support tasks that might be performed by the contractor, but are not all-inclusive: * Removing items from the Main Reading Room, checking the General Collection to determine if they are missing from the General Collection and if so reshelving them in the General Collection and updating the Voyager holdings and item records ; * Filing and updating titles received by NLM in loose-leaf format; * Vacuuming and cleaning volumes in the General Collection; * Shifting more than fifty (50) shelves of collection materials; * Removing serial issues that duplicate bound volumes; * Removing duplicate monographs; * Retrieving collection items in need of repair or rehousing, such as items in acidic envelopes, vinyl folders, or in poor condition; * Rehousing items; * Boxing duplicate serial issues for shipment to USBE or shredding service vendor; * Conducting a simple inventory of specific collections; * Fold testing items to determine brittleness; * Searching the collection for overdue items; * Editing or updating item records as a special project in Voyager Cataloging Module; * Moving collections. The contractor shall receive all necessary training and specific instructions from the Project Officer whenever given a collection support task, and all questions and problems must be reported immediately to the Project Officer. The contractor shall consistently and carefully record the amount of time each contractor staff spends on each collection support task. The contractor shall be paid an hourly rate to perform any of the above collection support tasks. Part IV: REPORTING REQUIREMENTS AND DELIVERABLES A. Monthly Reports Every month the contractor shall deliver a report to the Project Officer by the 3rd working day of the following month. The report shall include the following numerical summaries and narrative information, including any and all problems encountered: * Number of items shelved during the month * Number of hours spent on each collection maintenance task assigned during the month, including a brief description of the tasks * Narrative information about the important “highlights” of each month and other noteworthy occurrences * Problems encountered B. Invoices At the end of the month the contractor shall mail, email, or deliver invoices that are to be paid from appropriated funds to the Project Officer: National Library of Medicine Preservation and Collection Management Section Bldg. 38A, Room B1E-21 Bethesda, Maryland 20894 Attn: Mary Kate Dugan Phone: 301-435-7113 Fax: 301-480-1698 IMPORTANT: No invoices shall be sent directly to NIH Accounts Payable unless they have first been approved by the Project Officer. The Project Officer is responsible for making sure that receiving for the invoice amount is entered as soon as possible into the NIH Business System. Once it is verified that the correct receiving has been entered, the Project Officer will notify the vendor that the invoice is approved for payment. After the vendor has received this information, the invoice shall be sent to NIH Accounts Payable for payment by the vendor. For invoices that will be paid from the NTIS Purchase Order funds, the contractor shall email the invoice directly to the Contracting Officer and copy the Project Officer at phuongu@mail.nih.gov and duganm@mail.nlm.nih.gov or mail it to Contracting Officer, Uyen Phuong, at the address below. Part IV: STANDARDS OF PERFORMANCE The contractor shall maintain quality control of all work performed that will assure a high standard of performance. The Project Officer or designated Library staff will inspect samples of completed work and where it is not satisfactory, the contractor shall perform correction or rework at the contractor’s expense. After initial training, the contractor shall work independently with minimal guidance from the Project Officer. The Project Manager will meet weekly with the Project Officer to discuss questions and problems concerning policies and procedures, quality assurance and performance. After training from the Project Officer throughout the first month of the contract and as determined by the Project Officer, the following requirements shall be met: A. All specifications and requirements in the Statement of Work are met. B. All shelving is done accurately and within the required times. 1. All items to be discharged are done accurately and completely before being shelved. 2. All items that could not be discharged because they required “catalog review” must be given to the Project Officer before 8:30 am each day and within 30 minutes of the contractor’s attempt to discharge them so that the Library patrons’ records are not negatively affected. C. All collection support tasks are done accurately and according to the instructions given by the Project Officer and within the specified time. D. Project Officer is kept informed of problems 1. The contractor identifies problems with current procedures or workflow and reports them promptly. 2. The contractor makes thoughtful, well-informed suggestions for solving workflow and procedural problems. 3. The contractor makes every reasonable effort to resolve problems promptly so as to minimize the negative impact on NLM and NLM’s other contractors. 4. All NLM materials are handled carefully and properly according to the training provided by the Project Officer. 5. All updating of Voyager item records must be errorfree. E. The Project Officer and/or Alternate will assume responsibility for the review and acceptance of work done under this purchase order. The Project Officer and/or Alternate will review and approve the quality assurance program developed by the Project Manager prior to its implementation. F. The Project Manager shall ensure that all new contractor staff receives training on how to do all tasks outlined in the Statement of Work. All new contractor staff must receive training from the Project Officer, or from the Project Manager upon approval of the Project Officer, on care and handling of library materials before being allowed to work on the contract. 1 1