National Archives and Records Administration, Acquisitions Services Division (NAA), 8601 Adelphi Road, Room 3360, College Park, MD 20740-6001

99 -- AUTOMATED PROTECTIVE ENCLOSURE SYSTEM (ARCHIVAL BOX MARKER) SOL NAMA98N8P0020 DUE 070898 POC Norvell Jones, 301-713-6700 ext. 248 This serves as a Sources Sought Notice to locate qualified sources for Automated Protective Enclosure System (Archival Box Marker). The following information is provided to do a Market Survey of industry to see if there are any potential contractors who have the skills and knowledge required to complete this effort. This announcement is NOT a formal solicitation and is NOT a request for proposal. Availability of any formal solicitation will be announced separately. This synopsis is for information and planning purposes ONLY and is not to be construed as a commitment by the Government. In order to support a large-scale effort protectively house individual bound volumes or pieces in the general, special and arrearage collections which are intrinsically valuable, important, fragile or brittle, the Preservation Directorate seeks to purchase an automated custom protective enclosure system. This system is to be manufactured, delivered and installed as an automated protective enclosure system to package collections materials.; provides training, warranty services, and full services maintenance once the awarranty has expired. The automated protective enclosure system is to include all mechanical parts for cutting, creasing, punching and label printing, and also include a computer interface controller, computer operating command system with custom programmable software, back-ups and operating manual, on-site installation, demonstrations and intensive training of machine and computer program operators (including the methodology for sizing of box board and setting upon the system for daily production runs), and delivered with three standard pre-programmed box designs (Clam-Shell Box, Phase Box, and Drop Front Box) which can be used separately or integrated during a production run. The system must include a portable automated book measuring device, including a self-contained rechargeable power supply. This mobile unit must interface with the box-making component. The measuring device must capture data in a DOS-compatible format by scanning the height, width, and depth dimensions each within a tolerance of +.5mm. The device must include a scanner and keyboard for the entry of item ID such as the LCCN or call number, author/title information, and selection of box design. This front-end device must interface with the system's label printer programmed to produce author/title/call number labels appropriate to the size of the box. The system shall produce a shelf-ready product: flat box with label including descriptive data. The system shall manufacture enclosures in the order books are measured in their shelf locations, with each box fitting its book precisely (Inside tolerance 0-1mm in each dimension). The machine must be able to be programmed to make clam-shell boxes for books 20-300mm thickness, phased wrapper boxes for books 10-300mm in thickness, and drop-front boxes for large format or non-book material 10-300mm in thickness, all produced from 10-80 point archival quality box board including E-flute corrugated board. Boxboard material is not a part of this requirement. The computer program must be expandable to produce an infinite variety of storage container designs. Maximum box size should measure 30" x 24" by 12". Clam-shell and drop-front boxes shall be designed and produced so that once assembled they will stay tightly closed with the aid of fasteners. Specific Requirements: Production capacity: 250 boxes per day (one shift, including set-up time), Size limitation: footprint not to exceed 15ft by 15ft, Electrical supply: 120/208 volts, 60 hertz, Software: includes text processor; specify language of application and provide source code, Hardware: must run OS/2.1 or higher to support multi-tasking through access to NARA's token ringing network (TCP/IP) for direct transfer of descriptive bibliographic data. Safety: appropriate shielding to control or maintain safe operation, ambient dust, and ambient noise within acceptable (OSHA) limits. Training: three to five NARA staff, on-site, after installation. Warranty: one year coverage for parts and labor including maintenance. Maintenance: preventive and on-call maintenance optional after warranty. Parts: availability for five years from acceptance. Warranty: The contractor shall furnish, at no cost to the government, all maintenance required to maintain or restore good operating condition of the system, for a period of one (1) year following acceptance. Maintenance and support agreements for (off-the-shelf or custom) software products delivered under this contract must cover a period of one (1) year following acceptance. Maintenance: The contractor shall provide maintenance (labor and parts) and shall keep the system in good operating condition. Preventive maintenance shall be as specified by the Contractor regarding frequency, duration and quality; the schedule for preventive maintenance shall be established by mutual agreement between the Contractor and NARA. On-call maintenance shall include hardware and software troubleshooting, adjustments, repairs, parts replacement, software fixes and other support functions necessary to restore the system to good operating condition. The contractor shall provide on-call maintenance with an eight (8) hour response time during regular working hours 8:30 am-5:00 pm Monday-Friday except NARA holidays. The Contractor shall provide telephone assistance with a two (2) hour response time during regular working hours. The Contractor shall timely restore good operating condition. The Contractor is not responsible for maintenance required as result of negligence by NARA. Standard Box Designs: A. Clam-Shell Box, A one-piece, double-tray enclosure with no glue or fasteners. The larger outer tray fits snugly against the smaller inner tray when closed. The construction is such that a microenvironment is created, prohibiting dust or light from affecting the contents. Construction should meet or exceed NARA Specification for a Low Lignin Photographic Storage Box January 1993. B. Phase Box: A one-piece, four-flap enclosure. The first flap (A) when folded is equal in length to the size of the volume to prevent irregular pressure on the item enclosed. The fourth flap (D) has an extra fore-edge flap on which hook and loop (Velcro) coins are glued. Mating material attaches to the verso (outside) of flap C. Software programming must allow for the thickness of the hook and loop fastener. The hook and loop material will be furnished and attached by NARA staff and is not part of the requirement. The folds of the head and tail inside flaps (A and B) are to be flush with the edges of the outside flaps (C and D). The gaps at the folds should be no greater than 1/16". Corner of flaps are rounded. Drop-Front Box: A two piece, lidded enclosure constructed without glue or fasteners. The larger lid fits snugly on top of the smaller base when closed. When open, the front-most flap lays flat for easy removal of the contents without damage. The construction is such that a microenvironment is created, prohibiting dust or light from affecting the contents. The Government WILL NOT respond to any request for a solicitation package in response to this request for information. The Government will not pay for any materials provided to it in response to this synopsis and submittals will not be returned to the sender. Please forward all descriptive literature information and pricing to: Norvell Jones (NWOPD, AII) Room 1540, 8601 Adelphi Road, College Park, MD 20740-6001***** (0169)

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