R -- PROCUREMENT OF ARCHIVAL AND DIGITAL ARCHIVAL SERVICES

Notice Date

August 2, 2001

Contracting Office

National Library of Medicine, Office of Acquisitions Management, Building 38A, Room B1N17, 8600 Rockville Pike, Bethesda, Maryland 20894

ZIP Code

20894

Solicitation Number

NLM 01-183/UHP

Response Due

August 20, 2001

Point of Contact

Uyen H. Phuong (301) 496-6127

E-Mail Address

karen_riggs@nlm.nih.gov (uyen_phuong@nlm.nih.gov)

Description

It is the intent of National Library of Medicine (NLM) to procure on a sole source basis from History Associates Inc., Rockville, MD, for archival and digital archival services. The purchase order term will be August 21, 2001 through August 20, 2002. History Associates Inc. (HAI) has provided expert archival services to the NLM during the two years of the Digital Manuscripts Program. The staff has considerable experience working with National Institutes of Health (NIH) scientists, including conducting interviews and appraising manuscripts collections. All personnel have security clearances, which further qualifies the staff to work with the papers of NIH scientists and complex government records. The Digital Manuscripts Program has a two-fold purpose: 1) appraisal and acquisition of papers of eminent scientists in the field of biomedicine, and 2) preservation and access to such papers via digital technology. The project has high visibility, involving prominent scientists in the field of biomedicine, as well as documenting the history of major scientific discoveries at NIH and elsewhere. A key element of this project is an oral history component involving interview sessions and ongoing collaborations with donors throughout. This project therefore requires several levels of archival expertise including experience with oral history methods, processing of federal scientists' papers, and digital archival projects. HAI has successfully accomplished numerous projects for the History of Medicine Division, NLM, and especially its Modern Manuscripts Collections, over the past 10 years, including a 1997 pilot project to study the feasibility of implementing digital technology as an enhancement to accessing historical sources in the manuscripts collections. The HAI staff currently employed on the Digital Manuscripts Program have been intricately involved in the design and development of the program since its inception and therefore the staff is knowledgeable and skilled in this type of work. These skills are critical to the ongoing continuity of the program during FY 1999 with one-year extension during FY2000. HAI possesses intimate knowledge of and familiarity with NLM's systems and processes that allow them to begin productive work immediately. This allows NLM to avoid the weeks or months of training and orientation required to bring another company up to speed. HAI employs certified archivists at the project management level and at the supervisory archivist level, which ensures that national standards of archival practice will be applied to all work accomplished. This is a critical requirement for this project, since it is during this stage of transition to a new technology that such standards of practice must be applied. Furthermore, because of the high profile of donors contributing to this program, contract personnel must have an Masters in Library Science or related graduate level degree or combined experience of at least five years in an archival setting, as well as experience with oral history interviewing. HAI has demonstrated experience in each of these areas, as well as an established reputation in the field of archival management. HAI personnel are highly-trained, Academy of Certified Archivists (ACA) Certified Archivists or equivalent. Their professional experience is critical for effective performance of this technically innovative project. HAI has consistently delivered high quality products at competitive labor rates with cost-effective program management. HAI has a record of timely compliance with reporting requirements and provides written documentation of current processing and evaluation procedures. Additionally, the project requires close collaboration with donors, curators, and digital project staff on a daily basis. Availability on short notice and timely responsiveness to the day-to-day needs of the program throughout the length of this purchase order are essential requirements. Within 30 minutes of the NLM, project staff and NLM Project Officer can effectively maintain ongoing communication and evaluation of project activities. Close proximity of contractor offices to NLM is mandatory. Interviews have been previously carried out with key donors to this project through the HAI oral history program. This background uniquely prepares HAI for an understanding of historical events and subjects pertinent to this project and for developing selection criteria determining materials appropriate for digitization. The proposed acquisition will be procured under FAR Part 12 -- Acquisition of Commercial Items. This is not a Request for Quotations (RFQ), nor is an RFQ available, however, all responsible sources may submit a proposal which will be considered by the NLM. Firms interested in responding to this notice must be able to provide service as specified above. Responses must be in writing and must be received in this office within fifteen (15) calendar days from publication date of this notice, and must include pricing information and meet the criteria requirement. Inquires regarding this procurement may be made to the National Library of Medicine, Office of Acquisitions Management, 8600 Rockville Pike, Building 38A, Room B1N20, Bethesda, Maryland 20894, Attention: Uyen H. Phuong, Lead Purchasing Agent, on (301) 496-6127. Fax requests WILL NOT BE ACCEPTED.

Record

Loren Data Corp. 20010806/RSOL019.HTM (W-214 SN50T7O6)