Maintenance Plan for Scanity Archival Film Scanner

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

To provide maintenance support for the Library of Congress's Scanity Archival Scanner and Wetgate Scanning Accessory located at the Packard Campus (NAVCC) Film Preservation Laboratory.

• Provide a maintenance support plan for the specified equipment.

• Offer one year of "Total Care" support, including call center access (9-5 pm ET), priority technical phone/email support, and software updates.

• Conduct up to two maintenance visits per year at the NAVCC facility.

• Provide factory-trained Service Technician/Engineer labor for all required repairs.

• Include the exchange of equipment parts for repairs and preventative maintenance.

• Technical support response time: within 2 hours of being contacted.

• Maintenance visit scheduling: within 72 hours of being contacted.

• Quality Control Program: Contractor must develop and maintain an effective QCP to ensure services meet contract requirements and prevent/ensure non-recurrence of defective services.

• Contract duration: One base year plus up to two option years.

• Place of Performance: Library of Congress Packard Campus (NAVCC), 19053 Mt. Pony Road, Culpeper, VA 22701, and the contractor's facility.

• Hours of Operation: Contractor must conduct business between 9:00 am and 5:00 pm ET, Monday through Friday, excluding Federal holidays or Government-directed facility closings.

• Key Personnel: Only factory-trained Service Technicians/Engineers are permitted to work on the equipment.

• All overhead costs, including parts, are to be included in the firm-fixed-price contract.

• Contractor travel expenses for the two annual in-person visits are included in the contract price.

• Shipping expenses for parts and documents are the responsibility of the contractor and are included in the contract price.

Form / Attachment / Pricing Sheet

This document is a Justification and Approval for Other Than Full and Open Competition. It outlines the rationale and authority for limiting competition for a specific procurement action.

• Identification: Specifies the Contracting Agency (Library of Congress, LCSG/RCS/NAVCC/PSS), the nature of the action (Contract), the Contractor (Digital Film Technology - DFT), estimated value, and period of performance (8/17/2026 through 8/16/2029).
• Description of Supplies or Services: Details the requirement for a maintenance support plan for a DFT Scanity Film Scanner serial number 207 with Wetgate Attachment, including preventative maintenance. The equipment is already owned by the Library.
• Authority for Contracting Without Competition: Cites relevant statutes and regulations (41 U.S.C. § 6101, FAR 6.302-1) for limiting competition, specifically noting that the Library's minimum needs can only be satisfied by the contractor's unique capabilities or products.
• Rationale: Explains that DFT is the sole manufacturer and service provider for this specialized equipment, and that other vendors lack the necessary technical knowledge or parts, which would compromise instrument performance and warranty.
• Actions to Overcome Barriers: Indicates market research will be conducted during the performance period to identify potential competitors.
• Contracting Officer Certification: Certifies the accuracy of the justification and approves contracting without competition.

This document explains why a specific requirement (maintenance support for a DFT Scanity Film Scanner) is being procured on a sole-source basis from Digital Film Technology (DFT). It highlights the specialized nature of the equipment and the limited availability of service providers, justifying the lack of full and open competition. Bidders interested in this type of specialized equipment maintenance may find this information useful for understanding market dynamics and potential future opportunities if competition barriers are overcome.