Attachment I April 28, 1995 STATEMENT OF WORK - Shelving of the General, Reference and HMD Collections 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. The History of Medicine Division (HMD) holds all material printed before 1914, including monographs, journals, journal article reprints, pamphlets, dissertations and audiovisuals. The Library's General and Reference collections are composed of materials published from 1914 to the present, numbers an estimated 5,000,000 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 B-2 level contains a variety of bibliographic materials including monographs, congresses, audiovisuals (videocassettes, slide/tapes, 16 mm films, audiocassettes, etc.), microforms, in process serials and government document serials. The first floor contains the Main Reading Room and a Learning Resource Center (LRC) which are open to the public. The Main Reading Room contains frequently requested bound and unbound serials, monographs and other reference materials including microfiche and 16 mm microfilm cassettes. The LRC contains audiovisual material produced within the last three years. B. Objectives The purpose of this contract is to perform the following for the General and Reference Collections: shelve library materials pulled from the various collections, to shelve all newly acquired material, and to shelve all newly bound journals; to consistently and routinely shelfread all of the collections, and to shift material as necessary, but not more than ten (10) shelves in either direction unless special instructions are given by the NLM Project Officer. This includes shelving and shelfreading in the Main Reading Room's collection, including all titles received in loose-leaf format; shelving, shelfreading and shifting in the LRC; shelving, shelfreading and shifting in the serials collection located on the B-1 level (bound and unbound serials published from 1985 to the present); shelving, shelfreading and shifting in all collections on the B-2 level, including all titles received in loose-leaf format; and shelving, shelfreading and shifting in the serials collection located on the B-3 level (serials published from 1871 through 1984. The serials published from 1871 through 1913 which belong to the History of Medicine Division are shelved in with the General Collection serials) which are mostly bound journals. The contractor shall also shelve all journals and monographs, including oversized monographs, on the B-3 level of the History of Medicine Division. I. Services to be Performed A. General Requirements 1. Independently, and not as an agent of the Government, the Contractor shall furnish services, qualified personnel, material and facilities, not otherwise provided by the government under the terms of the contract, as needed to perform the work set forth below. 2. All work under this contract shall be monitored by the NLM Project Officer, whose position is defined elsewhere in this contract. B. Specific Requirements The National Library of Medicine's collection is a valuable resource for the nation; therefore, great care must be taken in handling library materials. Specific instructions on special handling are found on page 15, Section E. 1. Shelving and Reshelving the General and Reference Collections from Book Trucks NLM Project Officer will designate pick-up points to the Contract Project Supervisor where contractor staff will find book trucks of materials ready to be shelved. Once designated, these pick-up points will remain constant unless a new point is agreed upon by both the NLM Project Officer and the Contract Project Supervisor. Material on the book trucks will be sorted only to the extent that each will contain material for only one collection location, (i.e. Main Reading Room, LRC, B-1 Stacks, B-2 Stacks, or B-3 Stacks). The Contractor shall sort each book truck into shelflist order, call number order, or other appropriate order, such as accession number order. Shelflisting instructions are provided below. NOTE: Special Processing for monograph collection. Beginning in the Spring of 1994, NLM will implement an automated circulation system which will require that monographs charged to the Main Reading Room, Interlibrary loan patrons, or NLM staff and departments, must be checked out of the collection by means of an automated record in the online circulation system. Using a barcode wand, it shall be the responsibility of the Contractor to wand this material back into the collection before the materials are reshelved. When in place, the Circulation System will have a menu option for return of materials to the collection. Items to be "wanded" will be limited to those materials currently shelved on the B-2 level only, or those materials with monograph call numbers. Reading Room materials do not require online check-in. Contractor staff will be provided access to a personal computer which supports the automated circulation system and contractor staff shall access the system, wand the material in and verify that the wanded piece matches the bibliographic record that displays on the computer screen. NLM anticipates that 8.5% of the collection items or approximately 55,250 pieces shall be wanded back into the collection each year by the Contractor. It is recommended that the online check-in take place after the books are sorted, and just prior to taking the trucks to the shelves. The Contractor shall shelve all materials on all book trucks in shelflist order and in correct collection locations, remove any shelf charges (gussets) for the material being shelved, and deliver the gussets back to the NLM Project Officer. Shelf charges are forms used to denote that an item has been removed from the shelf. They may be Reader Request forms, Interlibrary Loan Request forms, or other forms used by NLM's Cataloging Section, to indicate that a volume is in use. The forms are placed inside a plastic sleeve called a gusset, and left on the shelf in place of the item that has been pulled for use somewhere else or by someone else. All shelving from book trucks must be completed within eight (8) work hours of delivery to the Contract Supervisor. A control slip (see Attachment A) containing: . Date items were counted and delivered by NLM Project Officer . Number of items on the book truck . Initials of NLM Project Officer (or designee) . Newly bound items will be placed on each book truck upon delivery to the Contractor. Each day all control slips shall be returned to the NLM Project Officer after the items have been shelved. 2. Shelving and Reshelving From Range-Ends--B-1 Level Only On the B-1 Level, the Contractor shall shelve in shelflist order, all material on each designated range-end, i.e. those that are on the lower color coded shelves, at least once each work day. Material located on the range-ends will not have shelf charges. On the B-1 stack level, material pulled from the shelves for interlibrary loan fulfillment is placed on color coded shelves (usually green) at the ends of specified ranges of shelving located along the main aisles. Prior to photocopying of requested articles for interlibrary loan, the material is placed on the higher of two color coded shelves. This designates that the material has not yet been photocopied. After photocopying, the material is placed on the lower of the two colored coded shelves. This designates that the material is ready to be shelved. Ranges 412 through 422 do not have green colored shelving, but the material shall be placed on the same area of these ranges. NOTE: In addition to materials located on range ends, there are other materials on book trucks to be shelved on the B-1 Level. 3. Shelving and Reshelving From Book Trucks Containing Newly Bound Items The Contractor shall follow the same instructions as previously stated in "1. From Book Trucks." The only special instruction which the Contract shall follow is that for every newly bound title to be shelved, there will be a green gusset on the shelf where the item is to be placed by the Contractor. The green gusset contains a binding pull card listing the title, call number, volume, issue and year of the item which has been recently bound. The Contractor shall remove a green gusset for every newly bound title, and return all green gussets to the NLM Project Officer the same day they are shelved by the Contractor. Whenever newly bound items are delivered to the Contractor by the NLM Project Officer, the accompanying Control Slip will indicate that the items are newly bound. 4. Shelving Materials on the B-3 Level, HMD The Contractor shall shelve all journals and monographs, including oversized monographs, on the B-3 level of the History of Medicine Division (HMD) each working day. Materials will be delivered to the Contractor on a booktruck each working day on the B-3 level of HMD. The Contractor shall sort the materials in call number order prior to being shelved. All items to be shelved, except for HMD's newly received acquisitions, will have an interlibrary loan request slip or an HMD Reading Room patron request slip on the shelf where the item is to be shelved. The contractor shall pull the slip at the time the item is shelved and return the slips to the NLM Project Officer. Whenever a slip cannot be found at the shelving location thought to be correct, the Contractor shall double check the nearby shelves for the correct shelving location and/or return the item to the NLM Project Officer for further instructions. Occasionally a new acquisition will have a narrow "pink" slip of paper protruding from the top of the volume to be shelved. The Contractor shall place the "pink" slip of paper on the shelf in front of the item to be shelved with two (2) to three (3) inches of the slip protruding out from the shelf. The Contractor shall shelve the following items: a) Monographs All 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. Examples: BF H334 WM 393 b) Oversized Monographs Oversized monographs have a General Classification Call number and are shelved in a special area at the end of the monograph and journal collection designated for larger materials. All oversized monographs are to be placed horizontally on the shelf with the spines facing outward and in descending shelf list order. c) Journals (published prior to 1870) All journals have a General Classification call number beginning with "W1", "W2" or "W3" and are shelved with the monograph collection, following the General Classification call number scheme. Examples: W1 B35 W2 H44 W3 M62 5. Shelfreading of the General and Reference Collections The Contractor shall routinely shelfread the general and reference collections on a daily basis to ensure that both the general and reference collections are in perfect shelflist order. In general, the Contractor shall be responsible for ensuring that all items in the general collection (approximately 5,000,000) are shelved in correct shelflist order at all times. Specifically, the Contractor shall shelfread the Main Reading Room, the Learning Resource Center (LRC), the B-1 level, the B-2 level, including the Microfilm Service Copy Collection, and the B-3 level as follows: a. The Main Reading Room and the Learning Resource Center (LRC) The Index Tables located in the Main Reading Room shall be shelfread daily, preferably by 8:30 a.m. each morning, before the NLM Main Reading Room opens to the public. All items shelved in the Main Reading Room and the LRC shall be completely shelfread every week by the Contractor. b. The B-1 Level Each week of the contract, the Contractor shall completely shelfread all journal titles shelved on the B-1 level. Because of the very high use of journal titles shelved on this level, it is extremely important that the Contractor maintain all items in perfect shelflist order. c. The B-2 Level The Contractor shall spend several hours each week shelfreading the various collections located on the B-2 level, ensuring that all collections are completely shelfread once every four (4) months. d. The B-3 Level The Contractor shall spend several hours each week shelfreading the journal volumes located on the B-3 level, ensuring that all items have been completely shelfread once every four (4) months after the shift of journals published from 1980 through 1984 from the B-1 level to the B-3 level. During the Base Year of the contract, while the Contractor is performing the shift of NLM's journal collection, the Contractor shall shelfread all volumes that are being moved from the B-1 level as they are being reshelved into the journal collection stored on the B-3 level. e. Microfilm Service Copy Collection, B-2 Level The Contractor shall completely shelfread the entire microfilm service copy collection two (2) times each year. Any items found to be out of shelflist order, because they were misshelved by the Contractor, shall be reshelved by the Contractor at no extra cost to the government. All shelfreading problems, which the Contractor can identify as being unrelated to the terms of the contract, shall immediately be reported to the NLM Project Officer. 5. General Shifting of Small Areas of the General and Reference Collections Occasionally, small areas in the general and reference collections will become very full because they are constantly being added to by shelving newly received materials, and it will be necessary for the Contractor to shift volumes around to make room for new items which are constantly being added to the collections. The Contractor shall shift up to ten (10) shelves of material in either direction of new material being shelved whenever necessary. However, if an area becomes so filled as to require moving more than ten (10) shelves of volumes, the Contractor Supervisor shall immediately inform the NLM Project Officer in order to receive specific instructions regarding the shift. 6. The Contractor shall perform the following tasks during the basic term (June 1, 1994 through May 31, 1995) only, and will be reimbursed at the unit prices set forth in Article B.2. a. Task One: Measurement of Space Occupied by Serials Published Between 1980 and 1984 In anticipation of shifting from the B-1 level to the B-3 level five years of serials published during the years 1980 through 1984, the Contractor shall accurately measure the required amount of space that each title actually occupies for that period of time (1980 through 1984), and accurately record the measurement information on a card supplied by the NLM Project Officer. The following information will be printed on each card: title, call number, publisher, first issue and last issue information, and frequency. This information will be printed cards measuring approximately 5" x 8", and three different colors will be used. The bibliographic information for serials with a beginning publishing date of 1980 through 1984 will be printed on pink cards. For serials which began publication during 1980 through 1984, but which also ceased during that same period, the bibliographic information will be printed on yellow cards. The serial titles which have publication dates prior to 1980, and which are still being published, will have the bibliographic information printed on white cards. The bibliographic cards will be delivered to the Contractor by the NLM Project Officer. The Contractor will record the required amount of space of each title on the bibliographic card and return all bibliographic cards to the NLM Project Officer upon completion. b. Task Two: Placement of the Bibliographic Cards in with the Serials Shelved on the B-3 Level The NLM Project Officer will deliver the bibliographic cards, containing the measurement information recorded earlier by the Contractor, to the Contract Supervisor. The Contractor shall correctly place the cards in with the serial titles shelved on the B-3 level. The pink cards correspond to serial titles which began publication between the years 1980 and 1984, and therefore these titles are not currently shelved on the B-3 level. The pink cards shall be placed on the shelf in correct shelflist order by the Contractor. The pink bibliographic card will show the place where the serials are to be shifted, and also the measurement information. The yellow bibliographic cards correspond to those titles which are also new to the B-3 level, but which ceased being published between the years 1980 and 1984, and they shall be placed on the shelf in correct shelflist order by the Contractor. The white bibliographic cards correspond to those titles which began publication prior to 1980 and which have continued being published after 1984, and they shall be placed on the shelf in correct shelflist order by the Contractor. The bibliographic cards shall be placed next to the last volume of the corresponding title, and placed in such a way that they are clearly visible and supported by a bookend. After all the cards have been correctly placed on the B-3 level shelves, the Contractor shall notify the NLM Project Officer. c. Task Three: Spreading of the Oversized Collection Located Along the East Wall of the B-3 Level The Contractor shall spread and shift the oversized collection located along the east wall of the B-3 level to accommodate other oversized volumes which are currently shelved in with the serials on that same level. The oversized volumes shall be spread into two adjacent areas that will be identified by the NLM Project Officer. The Contractor shall correctly shelve each oversized item, according to shelflist order, and place them one on top of the other. The oversized items are not shelved in an upright position. Stacks of oversized items shall not exceed one-half the height of the shelf. d. Task Four: Identification and Shifting of Oversized Serials Currently Located in with the Serial Collection on the B-3 Level into the Oversized Collection The Contractor shall proceed through the B-3 serial collection, beginning with the W1 A's through the W1 Z's, and pull out the oversized volumes. Oversized volumes are those items which exceed of height of 13" or 14" and a width of 14" or 15", and which cannot adequately be placed in an upright position on the shelf. The Contractor shall place the oversized volumes on a book truck and move them to the oversized collection along the east wall of the B-3 level where they shall be interfiled according to shelflist number. The Contractor shall provide the NLM Project Officer with a complete listing of all titles, call numbers, volumes and years, for all items shelved in the Oversized Collection, upon completion of the shift. e. Task Five: Shift and Spread of the B-3 Serials Collection The Contractor shall spread the serials collection stored on the B-3 level into the unoccupied compact shelving also located on the B-3 level. The Contractor shall begin with shifting the W1 Z's, and working in reverse order, proceed shifting material up through approximately W1 RE. Approximately 104,256 volumes shall be spread in to the unoccupied compact shelving. The colored bibliographic cards must be carefully shifted with the materials, and the Contractor must be careful not to lose them or misplace them during the shift. All volumes and bibliographic cards (pink, yellow and white), red gussets, green gussets, yellow gussets and white gussets, shall be moved into the new compact shelving and carefully placed on the shelves in shelflist order. The Contractor shall leave the required amount of space for those titles which have bibliographic cards indicating the amount of space necessary for that title. The Contractor shall read all gussets (green, yellow and white) and leave the required space that each gusset stipulates. For example, items that are pulled out of the collection to be microfilmed, will have a gusset left on the shelf stating which volumes and years are being filmed. The Contractor shall leave the appropriate amount of space for these items so that when they are returned to the shelves there is sufficient space for them. After the B-3 serials collection have been spread into the previously unoccupied compact shelving, the Contractor shall continue to spread open the remaining portion of the B-3 serials collection, working in reverse order back through to the W1 A's. The Contractor shall also continue to follow the measurement instructions for those titles which have bibliographic cards, to ensure that sufficient room is made for five additional years. The Contractor shall carefully shelfread all titles and volumes during the entire spreading and shifting process, and correct any misshelving, at no additional cost to the government, as they proceed. All shifting and spreading must be error free. The Contractor Supervisor shall be in daily contact with the NLM Project Officer to discuss any problems or situations which need to be resolved. The NLM Project Officer will same completed work daily. Errors found by the Project Officer will be reported to the Contract Manager and must be corrected within eight (8) work hours, in additional to the normal shelving workload, at no additional cost to the government. The Contractor is expected to meet these quality standards for all items moved. Whenever the Contractor finds microfilm boxes on the B-3 level shelves, they shall be delivered to the NLM Project Officer. f. Task Six: Shift Five Years (1980 through 1984) of Serials from the B-1 Level to the B-3 Level The Contractor shall remove all titles and volumes of serials shelved on the B-1 level with publication dates of 1980 through and including 1984. These volumes shall be placed on book trucks and taken to the B-3 level where the Contractor shall interfile them, according to shelflist number, in with the B-3 serials collection which has already been spread and shifted by the Contractor to accommodate the additional volumes. The Contractor shall begin with the W1 Z's and proceed in reverse order back through to the W1 A's until all volumes published in the years 1980 through 1984 have been placed on the B-3 level shelves. On each shelf of the B-1 level, where space is left over because material has been removed, the Contractor shall place a book end supporting the items remaining on the shelf. All volumes must be left standing in an upright position on the shelf with the spines flush with the front edge of the shelf. The Contractor shall ensure that all volumes remaining on the shelves of the B-1 level are in correct shelflist order, and also in volume and year order. The Contractor shall replace each range guide on the B-3 level with new range guides which list the correct beginning and ending call number for each range, upon completion of the shift. 7. Intermittent Shelving Support Requirements The Contractor shall provide up to one hundred fifty (150) hours of shelving support comprised of the Project Manager, Lead Shelver and Shelver as specified in the contract under Article B.2. in support of Intermittent Shelving Requirements as tasked by the NLM Project Officer. Examples of the shelving support tasks to be performed shall include: 1) removing journal volumes from the Main Reading Room; 2) removing audiovisual titles from the Learning Resource Center; 3) filing titles received by NLM in loose-leaf format; and 4) filing titles received by NLM in microfiche format. C. Shelflisting Instructions, General Collection 1. The NLM Classification (Background) The National Library of Medicine Classification scheme is the primary classification mode for items in pre-clinical and clinical medicine. This is augmented as required by the Library of Congress Classification scheme which covers all other subject areas. The NLM Classification covers the field of medicine and related sciences, utilizing schedules permanently excluded from the LC Classification: QS-QZ and W. The various schedules of the LC classification supplement are for subjects bordering on medicine for general reference material. The Library only applies subject classification to items treated as monographs. Serial publications are separated by form and are assigned call numbers within several broad categories. 2. Parts of the Call Number Recognizing the components of the call number is essential to determining the correct shelving sequence. A call number is composed of the following basic components: a. Classification Number The classification number is composed of letters and digits. The letters stand for broad subject areas (See NLM Classification). The digits further break down the subject area. The first two lines of the call number usually make up the classification number - the subject area covered by the book. (Only one line is used if a single letter and a single digit make up the call number.) b. Table G Table G is a table of geographic locations which is referred to only certain class numbers. Use of Table G is found in the arrangement of serial publications of government documents which take the classification, W2; and hospital publications which take the classification, WX 2. Use of Table G permits a shelving order which is controlled both geographically and alphabetically. Table G is also used, on a somewhat restricted basis for geographical grouping of monographs. c. Author or Title Cutter The Cutter table is a list of character strings representing partial or full words followed by digits which are treated as decimals. For example: Bly 661 Bo 662 Bob 663 Boc 664 Bock 665 The following examples indicate how four books, on the same subject by four different authors (Arnold, Kimball, Lewis, and Stoddard) should be marked when WM 340 is the classification number; and A757, K49, L676, and S869 are the respective Cutter numbers: (Arnold) (Kimball) (Lewis) (Stoddard) WM WM WM WM 340 340 340 340 A757 K49 L676 S869 If a Cutter number has already been used, the decimals are expanded by using the number above the most appropriate number in the Cutter Table or adding a digit at the end of the appropriate number (e.g. Kimball: WM 340 K493). d. The Work Mark A work mark is a letter or letters representing the first letter of the first filing word in a title which has a name main entry. The work mark may follow the Cutter number or the date in the call number. e. Volume, Issue or Congress Number A work that appears in multiple volumes is categorized as a book-in-parts or a serial. The volume, issue, or part numbers are included in the call number to sequence the set on the shelf in the order that the publisher intended. A book-in-parts has the volume or issue number following the year of publication. A serial has the volume following the Cutter number before the year of publication. Congresses include meetings that are held periodically and numbered in sequence as well as onetime events. f. Date Generally, the year in the call number is taken from the imprint. The date a congress was held rather than the publication date issued in the call number. 3. Arranging Material by Call Number a. Location of Call Number The call number is either on a label or printed directly on 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. Each title has its own unique call number. 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. b. Alphabetizing Call Numbers (1). Classification Number Classification numbers throughout the library 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: W1 W2 W3 W W 19 19.5 Q QW QW QW QW 80 1 13 52 64 (2). Table G Table G is arranged by letters then by numbers. A single letter and number(s) comes 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. For example: 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 arranged as a decimal not as a whole number. For example: WM WM WM WM 340 340 340 340 C685 C6855 C686 C6862 (4). Work Mark The work mark following the Cutter number distinguishes different titles by the same author. If the titles begin with the same letters, two letters may be used to distinguish different titles. Work marks are filed alphabetically. (5). Volumes Volumes and parts are shelved in numeric sequence. If a volume is subdivided into several parts, all the parts of the volume come before all other volumes of the set. (6). Date Editions of works may have call numbers that are similar except for the date. Earlier dates are shelved before later dates. (7). "f" and "q" There are two letters that appear in the call number area which are no longer of significance to the shelving of books but are often confusing. The small "f" and "q" that appear before the Cutter number indicate the size of the item and at one time were used to designate a special shelving location. Both of these letters should be ignored in the arrangement of books on the shelves. (8). Audiovisuals Audiovisuals are classed in the NLM Classification scheme just like print materials. The only difference is the inclusion of a medium designator (VC for videocassette, MP for motion picture, etc.) 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. Special Audiovisual (AV) Instructions: --Motion Pictures (located on the B-2 Level) are shelved in a specified area in the stacks near the Audiovisual Collection. The NLM Project Officer will provide specific information about their location. --Audiovisuals classed as W1 serials are located at the beginning of the AV collection on B-2. --All Audiovisuals dated (in the call number) 1991 to present are currently shelved in the LRC. Each year one year is moved from the LRC to the AV stacks on the B-2 level. 4. Limited Cataloging Collection A separate collection of monographs that has received "limited cataloging" is on the B-2 Level. The pieces in this collection have not been classified according to the NLM Classification 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. The shelf order for this collection is determined first alphabetically by the first letter or letters. Pieces with the same letter(s) are then sorted by straight numerical order. IMPORTANT NOTE: All pieces with single letters are shelved before all pieces with double letters. For example the following column of limited cataloging call numbers are sorted in proper shelflist order: A19 A230 J8 Q1369 Z987 CC9899 DD2 5. Accession Number Collection The NLM has recently established a separate collection of monographs that has not been classified according to the NLM Classification Scheme known as the Accession Number Collection. The items to be shelved into this collection have received a shelflist scheme which includes a year identifier with an alphabetic sequence and a three-digit number" (e.g., 1993 A-001 through 1993 Z-999). These items have been labeled with a simple alpha/numeric accession number. The first part of the accession number has the year identifier and is followed by an alphabetic sequence and three-digit number. The shelf order for this collection is determined first by year, then alpha-numeric scheme. Pieces with the same letter are then sorted by straight numerical order. 1993 1993 1993 1994 1994 A-001 S-245 T-012 D-822 N-910 6. Reading Room Microforms Microforms housed in the Main Reading Room are all shelved in special microform cabinets. The following titles are on 16 mm microfilm cartridges: Biological Abstracts, Chemical Abstracts. Dissertation Abstracts, and Index Medicus. These titles should be reshelved by title in volume/date order. There are also several collections on microfiche including telephone directories, medical school catalogs, and the Library of Congress, National Union Catalog. These are arranged either alphabetically or numerically. Any question or problem in reshelving any microforms should be referred to the Project Officer. 7. Service Copy Microfilm Collection A separate collection of service copy microfilm is located in microfilm cabinets on the B-2 Level. This collection contains both monographs and serials which have been microfilmed. The pieces in this collection have not been classified according to the NLM Classification Scheme. Monograph service copy microfilm is given a four digit number which sometimes preceded by the word "Film". 48-1 48-19 86-31 Film 272 Film 1008 Film 52 140 1056 Serial service copy microfilm are in cabinets following the monograph film and are given four digit numbers that begin with the letter "S". S1 S0004 S5 S0021 S23 S96 S0103 S0109 It is important to note that within the service copy microfilm collection there is a special collection entitled the American Medical Periodicals 1797-1900. These are stored in cabinets following the service copy film and are given unit numbers. Unit 1 Unit 2 Unit 3 Unit 4 Unit 5 reel 1 reel 2 reel 3 reel 4 reel 5 The shelflist order for this collection is determined by the alpha-numeric scheme. Monographs are filed in straight numerical order. Serial service copies are arranged by the alpha-numeric scheme, then placed in their correct position by following the bibliographic information found in the drawers. American Medical Periodicals 1797-1900 are arranged by unit number. D. Shelflisting Instructions, B-2 Serials In-Process Collection See attachment B E. Special Instructions for Handling Library Materials in the General and Reference Collections 1. Volumes shall be loaded on book trucks in an upright position, spines facing out. When partially loaded book trucks are moved, bookends shall be used to keep volumes from leaning over or sliding off the truck. Weight should be distributed evenly to prevent trucks from tipping over. Oversize volumes should be loaded flat on the book truck while being transported. 2. Volumes shall be placed on shelves in an upright position, spines facing out. No volume shall be shelved on its fore-edge. After materials have been shelved, bookends shall be adjusted so that the volumes are properly supported and will not lean. Volumes shall not be shelved so tightly that damage to the spine results when they are retrieved from the shelf. Where sufficient space exists within five shelves in either direction of a shelf that is too full, the Contractor will shift the collection as needed to provide a more even distribution of space. 3. Certain volumes are too large to be shelved in the normal bookcase shelving located throughout the General Collection, and must be shelved in a separate area designated for oversized volumes. Oversized monographs and serials, except for oversized serials on the B-1 level, will have a colored tape either on the spine or on the front cover which reads "OVRS." These items, except for oversized serials on the B-1 level, shall be shelved in the special areas for oversized volumes. The NLM Project Officer will show the Contractor the shelving area for oversized monographs on the B-2 level, and the shelving area for oversized serials on the B-3 level. Oversized volumes to be shelved on the B-2 and B-3 levels shall be shelved by laying the volume flat on the shelf in the areas designated for oversized volumes. If a volume is too large to be shelved upright in with the general collection, and does not have a tape reading "OVRS" on the spine or front cover, the Contractor shall return the oversized volume to the NLM Project Officer. The NLM Project Officer will determine the correct shelving location for the volume and, if necessary, place the colored tape which reads "OVRS" on the spine of the volume. The NLM Project Officer will return the volume to the Contractor for shelving. On the B-1 level, oversized volumes shall be shelved either spine-down or flat on the next shelf. The number of volumes shelved flat on top of each other in the designated shelving areas for oversized volumes, or on the regular shelves, shall not exceed one-half the height of the shelf. 4. When volumes are removed from book trucks for shelving or shifted to other shelves, they shall be grasped by the middle of the spine, not pulled by the headcap (the top of the spine) where they are most susceptible to damage. 5. Any items which the Contractor handles or sees which appear to have very brittle paper, loose pages, broken bindings, mildew or other obvious problems shall be delivered to the NLM Project Officer who will forward them to the Preservation and Collection Management Section for review and repair. 6. Unbound serial issues shall be shelved in correct shelflist order, according to call number, year of publication, volume, and issue. The Contractor must take great care in placing thin unbound issues in the open-back files provided by the government to ensure that they are given proper support. Some unbound serial volumes and/or issues are heavy and thick enough to be supported by bookends, and for these volumes and/or issues the Contractor shall always place a bookend to the right of these volumes to ensure proper support. The Contractor shall inform the NLM Project Officer whenever unbound serial issues are not receiving proper support from either the open-back files or the bookends, so that further damage does not occur. F. Special Instructions for Handling History of Medicine Library Materials 1. Volumes shall be loaded on book trucks in an upright position, spines facing out. When partially loaded book trucks are moved, bookends shall be used to keep volumes from leaning over or sliding off the truck. Weight should be distributed evenly to prevent trucks from tipping over. Oversize volumes should be loaded flat on the book truck while being transported. 2. Volumes shall be placed on shelves in an upright position, spines facing out. No volume shall be shelved on its fore-edge. After materials have been shelved, bookends shall be adjusted so that the volumes are properly supported and will not lean. Volumes shall not be shelved so tightly that damage to the spine results when they are retrieved from the shelf. Where sufficient space exists within five shelves in either direction of a shelf that is too full, the Contractor will shift the collection as needed to provide a more even distribution of space. 3. Oversized monographs on the B-3 level of HMD are to be shelved by laying the volume flat on the shelf in the area designated for oversized monographs. The volumes must be placed carefully one on top of the other in such a way that the resulting stack is stable but shall not exceed a height of approximately four (4) to five (5) inches. The correct shelf list arrangement for the oversized volumes is in descending order, so that volumes placed on the top precede the volumes placed on the bottom. However, if the resulting stack is unstable, it is to be arranged in such a way as to increase its stability, for instance, by placing the largest volume on the bottom. 4. When volumes are removed from book trucks for shelving or shifted to other shelves, they shall be grasped by the middle of the spine, not pulled by the headcap (the top of the spine) where they are most susceptible to damage. G. Quality Control All shelving must have no more than 2 errors per 100 pieces shelved. The Project Officer will sample completed shelving daily. Errors found by the NLM Project Officer will be reported to the Contract Project Manager and must be reshelved within 8 work hours, in addition to the regular work load, at no additional cost to the government. The Contractor is expected to meet these quality standards for all pieces to be shelved and reshelved. H. Work Schedule Contractor staff is expected to begin shelving at 7:30 a.m. Monday through Friday, except on federal holidays. This is to ensure that as many pieces as possible that have been pulled from the collection the previous day are reshelved as early in the next day as possible. I. Deliverables Beginning on the day of award of contract, June 1, 1994, and ending 365 calendar days later, the contractor shall deliver the following items: MIN MAX Shelved Collection Materials 500,000 - 740,000/year Control Slips 6,000 - 10,000/year Beginning on June 1, 1995, the First Option Year of the contract, and ending 365 calendar days later, the contractor shall deliver the following items: MIN MAX Shelved Collection Materials 500,000 - 772,500/year Control Slips 6,000 - 12,000/year Beginning on June 1, 1996, the Second Option Year of the contract, and ending 365 calendar days later, the contractor shall deliver the following items: MIN MAX Shelved Collection Materials 500,000 - 806,625/year Control Slips 6,000 - 14,500/year Delivery Schedule ITEM QUANTITY DELIVERY SCHEDULE Year 1 Approximately Shelving Collection Min. Max. Materials 1,500 5,000/day Per day, beginning the effective date of the Contract, the Contractor shall complete the shelving of each daily batch of material within eight (8) working hours of delivery. Task I Min. Max. Before the end of the Measurement of space for 678 12,500 Base Year of Contract serial titles published May 31, 1995 1980 through 1984 Task II (Description) Min. Max. Before the end of the Placement of biblio- 7,500 13,700 Base Year of Contract graphic cards in with May 31, 1995 the serials shelved on B-3 level Task III (Description) Min. Max. Before the end of the Spread oversized volumes 883 2,250 Base Year of Contract along East Wall, B-3 May 31, 1995 level Task IV (Description) Min. Max. Before the end of the Identify, Shift and interfile 1,600 2,750 Base Year of Contract volumes of oversized material May 31, 1995 in the B-3 serials collection Task V (Description) Min. Max. Before the end of the Shift and Spread B-3 12,500 24,000 Base Year of Contract shelves of serials May 31, 1995 Task VI (Description) Min. Max. Before the end of the Shift of serial titles 7,500 12,500 Base Year of the Contract published from 1980 through May 31, 1995 1984 Control Slips Approximately 22 - 71/Day Per day, beginning the effective date of the Contract, the Contractor shall return Officer in daily batches, reflecting the work that was completed the previous work day. Year 2 ITEM QUANTITY DELIVERY SCHEDULE Shelved Collection Approximately Materials 1,500 - 5,000/Day Per day, the Contractor shall complete the reshelving of each daily batch of material within eight (8) working hours of delivery. Control Slips Approximately 22 - 71/Day Per day, the Contractor shall return control slips to the Project Officer in daily batches. Each batch reflecting the work that was completed the previous work day. Year 3 ITEM QUANTITY DELIVERY SCHEDULE Shelved Collection Approximately Materials 1,500 - 5,000/Day Per day, the Contractor shall complete the reshelving of each daily batch of material within eight (8) working hours of delivery. Control Slips Approximately 22 - 71/Day Per day, the Contractor shall return control slips to the Project Officer in daily batches. Each batch reflecting the work that was completed the previous work day. I. Reporting Requirements 1. Monthly Report: Within three (3) working days after the end of each month, the Contractor shall prepare and submit a written report including the following: a) The number of items shelved in each of the major collections (i.e. Reading Room, LRC, B-1 Stack level, B-2 Stack level, B-2 Stack level Serials in process collection, Service copy microfilm collection, and B-3 Stack level) and a total of all items shelved during the reporting period and cumulative totals year to date. b) The number of items (volumes, titles, or shelves) shelved and/or shifted by the Contractor in performance of Tasks I through VI. c) The number of hours spent in performance of Intermittent Shelving Support Requirements, and the number of volumes and\or titles shifted or shelved for each requirement. d) The monthly report shall be delivered to the NLM Project Officer, in three copies on or before the 3rd working day after the end of the month. 2. Annual report: Within five (5) working days after completion of each 12-month contract period, the Contractor shall prepare and submit an annual report including, but not limited to (1) cumulative totals for items reflected in the monthly reports, and (2) any recommendations concerning methods to improve the Contract tasks (e.g. improvements in methods of data collection or reporting procedures, etc.) The requirements of these reports may change as management finds a need for different or additional information. 3. Final Report On or before the last day of completion of the contract, May 31, 1997, the Contractor shall prepare and submit a final report including, but not limited to (1) cumulative totals for items reflected each contract year, and (2) cumulative cost of each contract year, and (3) any recommendations concerning methods to improve the contract tasks (e.g. improvements in methods of data collection or reporting procedures, etc.) The above reports shall be submitted as follows: Deliverable Copies Due Date 1. Monthly Report 3 No later than three (3) working days after the end of each month. 2. Annual Report 3 No later than five (5) working days after the end of the contract year. 3. Final Report 3 On or before the last day of completion of the contract, May 31, 1997. Attachment A KEVRIC COMPANY, INC. Shelving of the General and Reference Collections/NLM Date:_________ Type of Material: Newly Bound Items_____ Microfilm_____ Floor: (Please circle) Main Reading Room LRC B-1 Level B-2 Level Sorted by (NLM Project Officer, or designee):______________ Time Delivered:______________ Count:_______________ B-3 Level Attachment B PROCEDURES FOR SHELVING IN-PROCESS SERIAL ISSUES 1. Read the LABELS Serial checkin labels for uncatalogued serial titles (IN PROCESS) carry the following information (see Attached photocopy): IN PROCESS (Call number value) TISORT (Alphanumeric sort) SEQ (MSS sequence number/SERLINE UI) Issue Information: vol., no., and year TI (title) Uncatalogued serial issues are shelved by TISORT in the serials backlog area on B-2, against the west wall. 2. Locate the TISORT (Title Sort) Numbers TISORTS have 10 characters. The first character = x. The second character is the letter of the alphabet which corresponds to the first letter of the first significant word in the title (A-Z). The remaining 8 characters are numbers used to file titles in number order within each letter. TISORTs run from XA00000000 - XA99999999 XB00000000 - XB99999999 XC00000000 - XC99999999 etc. 3. Shelve the Issues Issues are shelved by letter of the alphabet, and then by number within each letter of the alphabet. For example, see the attached. CRS Review TISORT = XC42117200 Look at the last 8 numbers of the tisort, file in numerical order. Find the "XC" tisorts whose numbers fall on either side of 42117200. Filing Examples: TITLE TISORT CRS XC42117000 CRS Review XC42117200 CRSA Revue XC42125000 Foot XF07885000 Foot and Ankle XF07890000 Foot and Mouth Disease Quarterly Bulletin XF07900000 Sante Mentale XS03090000 Sante Mentale Infantile XS03100000 Sante Mentale au Quebec XS03103000 Sante au Nouveau Brunswick XS03105000 Sante Publique XS03110000 4. Shelving Take care to read and distinguish between TISORTS; titles should be used as an informal check for correct filing order. Look carefully at zeroes at the beginnings and ends of TISORTS. Most misfiling occur when zeros are misread. For example, XC04117000 files before (at a significant distance from) XC41170000. 5. Schedule IN PROCESS serial issues shall be shelved weekly. Shelving shall be completed by close of business Friday. This ensures that all issues are shelved when the Serial Records Staff pulls issues for serial titles which have been released to CATLINE that week. 6. Problems If the contractor cannot shelve the IN PROCESS issues for any reason (shifting needed, question about the title/issues, etc.), issues should be returned to the NLM Project Officer with a note explaining the problem.