Modification of 2 existing Lipsner Smith model CF8200P cleaning machines to enable usage of HFE (Hydrofluoroether) film cleaning solvent

Statement of Work (SOW)

The Library of Congress requires contractor support to modify two (2) Lipsner Smith film cleaners (model CF8200P) at their National Audio-Visual Conservation Center (NAVCC) in Culpeper, Virginia. The modifications are necessary to enable the use of a new, EPA-restricted-compliant Hydrofluoroether (HFE) film cleaning solvent.

• Modify two (2) existing Lipsner Smith CF8200P film cleaning machines to utilize HFE film cleaning solvent.

• Modifications should align with the specifications of the Lipsner Smith CF9200HFE model.

• Specific required component upgrades include: buffer system, ultrasonics, air knives, vapor accumulation and distillation systems, and replacement of Viton components with HFE-resistant materials (nylon or similar).

• One cleaner must include tension controls for smaller film gauges (8mm, S8mm, 9.5mm).

• A wand and pump pressurization system for new HFE solvent containers must be included.

• Provide comprehensive, personalized training to NAVCC film lab staff on the operation, regular maintenance, and solvent container installation for the modified film cleaners.

• Conduct testing upon completion of modification and installation to ensure proper function, including film loading, cleaning, drying, solvent delivery, and reclamation.

• Provide a one (1)-year warranty covering parts, labor, and remote support.

• Work will be performed at the NAVCC Campus in Culpeper, VA.

• Installation and modification of the first cleaner: Start within 90 days of contract award, completion within 120 days.

• Installation and modification of the second cleaner: Start within 210 days of contract award, completion within 240 days.

• Overall project completion: No more than 180 days from contract award for the first cleaner, and no more than 240 days from contract award for the second cleaner.

• Contractor staff must be factory-trained and qualified.

• Contractor is responsible for providing specialized tools; only a basic toolkit will be government-furnished.

• Contractor must cover all shipping costs for tools.

• Work hours are Monday through Friday, 8:00 am to 6:00 pm, excluding Federal holidays.

Justification & Approval for Other than Full and Open Competition

This document outlines the justification for a sole-source contract award to Media Migration Technology (MMT) for services related to the Library of Congress's Lipsner Smith CF8200 film cleaners. The Library needs to convert these cleaners to use Hydrofluroether (HFE) solvents due to new EPA restrictions on Perchloroethylene (perc).

• Conversion and modification of existing Lipsner Smith CF8200 film cleaners to utilize HFE solvents.

• Ensuring the modified cleaners replicate the functionality of the Lipsner Smith CF9200HFE model.

• The contract is for services to meet the Library's minimum needs.

• Period of Performance: 05/01/2026 – 04/30/2027.

• Estimated Value: Not explicitly stated in this section, but the justification covers actions up to $900,000.

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

• The contracting officer determined that MMT offers the best value due to their proprietary knowledge and capability.

• This is a sole-source justification, not subject to set-aside requirements.

• MMT is the successor to the original manufacturer of Lipsner Smith cleaners and holds proprietary designs.

• Market research confirmed that only MMT possesses the unique capabilities and knowledge to perform this conversion.

• The Library will continue researching alternative solutions for future needs.