Mass Deacidifcation Service for FY26

Statement of Work (SOW) / Performance Work Statement (PWS)

The Library of Congress requires contract support to deacidify volumes of library materials found to be on acidic paper. The objective is the neutralization of acid components in paper to slow deterioration and extend the useful life of treated paper by a minimum of 300%.

• The contractor shall treat volumes of Library materials using proven deacidification processes.

• On-site work will be performed in the Library's Capitol Hill buildings.

• The contractor shall not store deacidification equipment on Library premises.

• Contractor personnel will select, barcode, pin and link volumes within the Library’s Integrated Library System (ILS), pack for shipment, and reshelve upon return.

• Contractor personnel will unpack, perform quality assurance, and update ILS records for treated and untreated materials.

• Specific procedures for selection, pin and linking, preparation for shipment, packing, shipping/transportation, and storage are detailed.

• Treatment "turn-around" time is limited to ten business days before shipping and thirty working days after receipt at the deacidification plant.

• Special procedures apply to the treatment of comics and test items.

• Deacidification must decrease the rate of paper strength loss by at least a factor of 3.0.

• Treated volumes should be physically and chemically undamaged, with minimal aesthetic change.

• Treated books should be essentially indistinguishable from their pre-treated form.

• Alkaline reserve levels must be maintained within specified ranges (1.0-3.0% calcium carbonate equivalents).

• Treated volumes must achieve an average pH between 6.8 and 9.7.

• Treatment temperatures must not exceed 70°C (158°F), with limited exposure to the 60°C-70°C range.

• Quality control measures include pre- and post-treatment evaluations, reporting, and adherence to Library standards.

• Failure to meet standards may result in invoice reductions.

• Performance at the Library of Congress is generally between 6:30 a.m. and 6:00 p.m. EST, Monday through Friday.

• The contractor shall provide the volume treatment plant offsite.

• Contractor personnel must pass background checks.

• On-site staff require specific training on Library procedures, care and handling of materials, and safety protocols.

• The contractor must provide a Quality Assurance and Control Plan.

• Chemistry and toxicity reports are required, detailing processing chemistry, chemical identity, and toxicological risk data.

• Efficacy testing and reports on paper strength reduction are required.

• Safety regulations (OSHA, EPA) must be adhered to; chemicals cannot be stored on site.

Justification and Approval for Other than Full and Open Competition

This document provides the justification for awarding a contract without full and open competition for mass deacidification services for the Library of Congress. The Library requires ongoing support to preserve bound volumes printed on acidic paper, a process essential for maintaining its collections.

• Mass deacidification of bound volumes printed on acidic paper.

• Contractor staff to select volumes onsite, inventory them in the Library's ILS, pack for shipment, treat offsite, and return/reshelve.

• Neutralization of acid components in paper to prevent brittleness and degradation.

• The estimated value is not explicitly stated for the base period, but the period of performance is April 1, 2026, to March 31, 2027, for a single 12-month period.

• The action is for a stand-alone contract, not an IDIQ.

• This document is a justification for sole-source award, not a solicitation for proposals.

• The justification cites FAR 6.302-1 as the basis for limiting competition due to only one responsible source satisfying the Library's requirements.

• The justification is based on the unique capabilities of Preservation Technologies, LP (PTLP), which has been the sole vendor for this service since 2001.

• Market research and past solicitations (2022, 2023, 2024, 2025) have not yielded any other viable sources or proposals.

• An European company has the capability but is not considered due to shipping risks, customs, and costs.

• The Library has encouraged research into alternative processes but has not found other companies interested or capable of performing this niche service.

• The Contracting Officer has determined that the proposed action represents the best value to the Government and that pricing will be fair and reasonable.