RFP for binding services Erich Kesse University of Florida THE UNIVERSITY OF FLORIDA. GEORGE A. SMATHERS LIBRARIES. PRESERVATION OFFICE. BINDING SERVICES SPECIAL CONDITIONS 1. INTRODUCTION. The University of Florida Smathers Libraries (hereafter called Smathers Libraries) is requesting bids for commercial binding of monographs and periodical/serials. Successful bids shall meet the following specifications and offer affordable services at reasonable rates. The terms of this request for bid also list specific responsibilities of both the Smathers Libraries and the storage agency. Additional responsibilities are listed and may be awarded as an alternate. 1.1. Compliance with technical specifications. * All work to be done for the Smathers Libraries shall be according to the technical specifications described. 1.2. Specification of binding style. * The University reserves the right to specify binding styles and methods of treatment for any and all items should this decision-making be deemed necessary for any reason. * The style (i.e., method of leaf attachment) or category (e.g., standard monograph, economy paperback) specified for each item by the Library shall not be changed by the commercial binder without prior consent of the Library. If an item cannot be bound in the manner specified, it shall be returned by the commercial binder with an explanation of the reason for its rejection. 1.3. Bindery visits. * Prior to the contract award and at anytime during the term of the Agreement, the commercial binder shall permit representatives from the Library to inspect the bindery during its normal working hours. The commercial binder shall not be obligated to pay travel fees. 2. REFERENCES. The references below include standards and other literature mentioned in the technical specifications of this request for bid. 2.1. Standards. American National Standards Institute. DURABLE HARD-COVER BINDING FOR BOOKS. New York, NY : the Institute, (1989). _draft| _ANSI/NISO Z39.66-198x| American National Standards Institute. PERMANENCE OF PAPER FOR PRINTED LIBRARY MATERIALS. New York, NY : the Institute, 1984. _ANSI/NISO Z39.48-1984| Library Binding Institute. STANDARD FOR LIBRARY BINDING. 8th ed. Rochester, NY : the Institute, 1986. Technical Association of the Pulp and Paper Industry. HYDROGEN ION CONCENTRATION (PH) OF PAPER EXTRACTS -- COLD EXTRACTION METHOD. Atlanta, GA : the Association, (198x). _TAPPI T509 om-83| Technical Association of the Pulp and Paper Industry. CARBONATES IN COATED PAPER FOR QUALITATIVE TESTING. Atlanta, GA : the Association, (198x). _TAPPI UM531| Technical Association of the Pulp and Paper Industry. METHOD FOR FIBER ANALYSIS OF PAPER AND PAPERBOARD. Atlanta, GA : the Association, (198x). _ANSI/TAPPI os-74| 2.2. Other References. Merrill-Oldham, Jan and Paul Parisi. GUIDE TO THE LIBRARY BINDING INSTITUTE STANDARD FOR LIBRARY BINDING. Chicago, IL : American Library Association, 1990. Research Library Group. PRESERVATION MANUAL. Mountain View, CA : the Group, 1986. 3. DESCRIPTION OF VOLUMES TO BE BOUND AND EXCLUSIONARY STATEMENTS. All volumes to be bound are considered a permanent part of the Smathers Libraries's research collection. Volumes include soft-cover (i.e., paper-back) monographs, annuals, periodicals and serials, as well as some recasing of previously hard-covered volumes. Volumes in each of these categories have been published with a variety of papers (weight, coating, grain, etc.) and soft-cover leaf-attachment methods. Volumes described originate from all of the University's Smathers Libraries with the exception of the libraries attached to the Health Sciences Center and the Legal Information Center. 3.1. Soft-cover monographs, atlases and scores. * Definition: A monograph is defined as a volume of graphic material submitted for binding or rebinding as single unit without reference to another or with no demand placed on the commercial binder to match the unit to another. Although some items in this category may be bibliographically classed as serials or may be part of a set, the Library assumes responsibility for uniformity of cloth color and color stamping. * Quantity: The average number of monograph volumes bound over the last four fiscal years has been @ 20465 volumes. * Budgetary factors: As a result of budgetary short-falls, deferment of binding for many monographs has become a reality. Future deferment will be based on circulation. Soft-cover monographs will be bound only following circulation. We believe that this condition will be temporary, but are unable to predict its duration. * Binding policy: original soft-cover leaf-attachment is maintained whenever possible in commercial binding. 3.2. Soft-cover annuals, periodicals and serials. * Definition: An annual, periodical or serial publication is defined as a volume of graphic material bound separately, or a series of two or more serially numbered graphic units bound together, for which the cloth color must be selected, and the cover stamped with information so as to match other publications in the same set or series. The commercial bindery and the Smathers Libraries share responsibility for this uniformity, based on information initially supplied by the Library and maintained at the bindery. * Quantity: The average number of serial volumes bound over the last four fiscal years has been @ 13777 volumes. * Quantity (titles): remains constant at between 13,000 and 15,000 titles. * Budgetary factors: Annuals/periodicals/serials binding is the first priority in expenditure of funds. * Binding policy: original soft-cover leaf-attachment is maintained whenever possible in commercial binding. * Binding policy: issues are gathered for binding after receipt of the first issue of a new volume, unless thickness of gathered issues is less than one (1) inch in which case binding is deferred until receipt of the first issue of the next volume. 3.3. Rebinding of hard-cover volumes. * Definition: Rebinding constitutes new or re-attachment of leaves, rather than recasing. Cf, section 3.4, "recasing," of these specifications, below. * Quantity: statistical data is unavailable. Rebinding is shipped with first-time, soft-cover binding. * Binding policy: original soft-cover leaf-attachment is maintained whenever possible in commercial binding. Rebinding is undertaken when the volume has suffered irreparable structural damage to leaf attachment. 3.4. New case only (i.e., Recasing). * Definition: This method shall be used for all text blocks, either monographic or serial, which will be bound as a single unit (i.e., not with other pieces) and which either are already sewn using an adequate number of stitches and sturdy thread or have textblocks which are intact. The sewing structure must be in good condition. * Quantity: The average number of new cases over the last four fiscal years has been @ 100 volumes. * Budgetary factors: the most affordable and timely means of recasing is chosen by the Smathers Libraries Preservation Office's Conservation Unit. When recasing can not be done in-house, commercial recasing will be sought. * Recasing policy: recasing requires stripping of original backing materials and application of new materials as required by the Library Binding Institute STANDARD, in a case constructed to meet needs of the volume, with new end-sheet. * Recasing shall be done according to section 6.4 of the Library Binding Institute STANDARD. * The original hard or paper cover shall be removed and the old back lining and glue lifted from the spine in a manner which does not disturb the original sewing. 3.4. Theses and Dissertations. * Quantity: The average number of theses over the last four fiscal years has been @ 1302 volumes. Quantity depends upon the number of degrees awarded. * Budgetary factors: theses and dissertations binding funds are secured under University of Florida policy. * Binding policy: these loose leaf volumes are oversewn; specifications follow. 3.5. Items and Services Excluded. * The following are excluded from this request for bid: * Pamphlets; * Rare books, special collections and archival materials; * Volumes with artifact value; * Volumes requiring repair and conservation treatment, including protective enclosure; and * Brittle books. 4. PACKAGING & SHIPPING. Packaging and shipping guidelines assure both the University of Florida (Smathers Libraries) and the commercial binder that volumes will be unlikely to be harmed in transit. 4.1. Packaging for shipment to the commercial bindery. * The commercial bindery shall supply the Smathers Libraries with shipping boxes and containers, preprinted address labels, and binding tickets shall be provided by the Binder at no extra charge as needed. * Packing boxes shall be constructed of durable corrugated cardboard. They must be constructed in a manner which allows them to be broken down for storage between shipments and to be rebuilt for packing. * Slick packing tapes, used to seal boxes, which might allow boxes to shift in transit shall be avoided. * Volumes shall be packed securely. No more than 50 pounds shall be packed in any single box, with a package-filler such as newspaper used if necessary to keep volumes from shifting within the box. * Volumes which fall into different categories as described in section 3, above, shall be packed in separate boxes. Boxes shall be labeled to indicate the category of its contents. * Volumes within categories shall be packed in separate boxes divided by leaf-attachment requested. Volumes will be flagged individually. Boxes shall be labeled to indicate the leaf-attachment requested for its contents. * Individual volumes will also be accompanied by binding slips when required by the commercial binder. * Annuals, periodical issues and serial issues which are to be bound together will be constrained together either by string or rubber bands. Issues shall be collated and in order of desired binding. * Volumes originally issued in loose leave or ring binder shall be constrained in a folder or by either string or rubber band. * Photocopied pages and other pages which are to be tipped-into the volume will be trimmed, pre-positioned and constrained in place by adhesive. 4.2. Packaging for (return) shipment to the Smathers Libraries. * Binding slips shall be attached to the page following the title page in a non-damaging fashion. They must be easily removable. * Packing boxes shall be constructed of durable corrugated cardboard. * Slick packing tapes, used to seal boxes, which might allow boxes to shift in transit shall be avoided. * Volumes shall be packed securely. No more than 50 pounds shall be packed in any single box, with a package-filler such as newspaper used if necessary to keep volumes from shifting within the box. * Return shipments shall separate volumes into categories described in section 3, of these specifications, above. Return shipments shall be labeled to indicate the category of box contents. * Return shipments shall separate volumes within individual categories into leaf-attachment groups whenever possible. Return shipments shall be labeled to indicate the leaf-attachment of box contents. * Return shipments shall also be divided by pick-up location; cf, section 5.3, "delivery," of these specifications, below. 4.3. Shipping. * The commercial binder must be able to ship volumes in its own vehicles. * Vehicles must afford adequate protection from water damage. * If the storage area of vehicles is not air conditioned, volumes shall not be kept in the vehicle more than 60 hours. * Pick-up and delivery are detailed below; cf, section 5, of these specifications. * Items will be insured for their full replacement value during transit; and the commercial binder must certify that this coverage has been established. 5. PICK-UP & DELIVERY. Again, volumes originate from all of the University's Smathers Libraries with the exception of the libraries attached to the Health Sciences Center and the Legal Information Center. 5.1. Schedule. * The Smathers Libraries requires no more than a 4 week turn-around time for all volumes except those which retain the original (i.e., through-the-fold) sewing. * The Smathers Libraries requires no more than a 8 week turn-around time for volumes which retain the original Smythe (i.e., fold) sewn. A 6 week turn-around time is preferred. * The Smathers Libraries prefers to have separate pick-up and delivery schedules for different categories of volumes. Schedule is negotiable. * Annuals, periodicals and serials would be picked-up and delivered every four (4) weeks in the first week of every month. * All other volumes would be picked-up and delivered every four (4) weeks in the third week of every month. * Delivery of volumes requiring six (6) week turn-around would be delivered with, but separately marked, shipments of the other category of volumes. * Schedule and other special consideration for rush volumes is detailed in section 5.4, of these specifications, below. 5.2. Pick-up. * The commercial bindery shall pick-up volumes from two central locations. * The Rooms 306 (Serials: contact Mildred Neal) and L215 (Documents: contact Lee Jones) in the Marston Science Library shall be the pick-up location for volumes originating from within the Science Library. * The Room 7 (contact: Patsy Mongo) Preservation Office in Library East shall be the pick-up location for all other volumes, including those originating from the Humanities and Social Science Library and its branches. * The commercial bindery shall be responsible for removing packed volumes from the pick-up location and loading them on the bindery's vehicle. 5.3. Delivery. * The commercial bindery shall deliver volumes to the location from which they were picked up; cf, section 5.2 of these specifications. * The commercial bindery shall be responsible for removing packed volumes from the bindery's vehicle and returning them to a designated location in delivery site. 5.4. Rush and special shipment services. * Volumes requiring rush treatment are identified from time to time. * The Smathers Libraries' designated contact for rush volumes is Patsy Mongo, Preparations and Processing Unit, Preservation Office, Smathers Libraries, Gainesville, FL 32601. Telephone: (904) 392.6964 FAX: (904) 392.7251 BITNET: PATMONG@NERVM INTERNET: PATMONG@NERVM.NERDC.UFL.EDU * The Smathers Libraries requires no more than a two (2) week turn around for rush volumes. * Rush volumes which can be picked up as part of a normal pick-up will be sent in a specially marked package. * Rush volumes which can not be sent as part of a normal pick-up will be sent, insured, by United Parcel Service (UPS) or similar parcel delivery service. * Rush volumes which can not be returned as part of a normal delivery within the two week period should be returned, insured, by United Parcel Service (UPS) or similar parcel delivery service. * Rush volumes sent by UPS or similar parcel delivery service shall be packaged in padded mailing envelope(s). * The commercial binder must be able to retrieve an individual item from any regular shipment in order to "rush" bind and "rush" return it at the Smathers Libraries' request. The Smathers Libraries will endeavor to keep this type of retrieval to a minimum. 6. TECHNICAL SPECIFICATIONS FOR LEAF-ATTACHMENT, CASES, ETC. It is the University of Florida's intent to select a commercial binder that will provide binding services for the Smathers Libraries which: (1) will provide binding services that meet the Library Binding Institute STANDARD (8th ed., 1986) and (2) will furnish materials of the highest quality as measured by the highest standards of the trade, except where a lower grade is defined and called for in the STANDARD or the following instructions, and that these materials be durable and permanent as defined by the American National Standards Institute's DURABLE HARD-COVER BINDING FOR BOOKS _ANSI/NISO Z39.66-198x| and its PERMANENCE OF PAPER FOR PRINTED LIBRARY MATERIALS _ANSI/NISO Z39.48-1984|. 6.1. Paper and paperboard. * All paper used in conjunction with the University's materials (e.g., for endpapers, stubs, pockets) shall conform to section 14 of the Library Binding Institute Standard. * Papers shall have: * pH of not less than 7.5 (cold extraction, TAPPI standard T-509 om-83); * minimum alkaline reserve equivalent to 2% calcium carbonate based on oven dry weight, according to TAPPI standard UM531 and in agreement with ANSI standard Z39.48-1984; and * contain no groundwood or unbleached pulp, in agreement with ANSI/TAPPI os-74. * Endpapers. * Endpapers shall conform in weight and strength to sections 14.1.2 and 14.1.3 of the Library Binding Institute STANDARD, as shall the fabric with which they are reinforced. Grain direction shall run parallel to the binding edge. * Construction. * Endpapers shall be double folio, and the spine of the outermost folio reinforced with a 1.25 inch strip of fabric, in the following cases: a. for volumes to be sewn through the fold; b. for volumes in which the original sewing structure is intact; c. for single signature materials, such as music scores. * Endpapers shall conform to the relevant sections of the Library Binding Institute STANDARD in the following cases: a. for volumes to be oversewn, (see Library Binding Institute STANDARD 6.1.3), and b. for volumes to be fitted with a new case only, but which have been oversewn previously and so must have endpapers whip stitched on (see Library Binding Institute STANDARD 6.4.3). * Endpapers shall be single folded sheets in the following cases: a. for standard monographs and serials to be double fan adhesive bound, as per Library Binding Institute STANDARD 6.3.3., and b. for volumes to be economy paperback bound. * Application. * When text blocks are to be oversewn, application of endpapers shall conform to section 6.1.3 of the Library Binding Institute STANDARD. * When text blocks are to be sewn through the fold, the double folio endpapers shall also be sewn through the fold. * When text blocks are to be double fan adhesive bound, the endpapers shall be placed on either side of the text block before the gluing up process, and shall be attached during that process. * When text blocks with original sewing structure intact are to be fitted with a new case only, endpapers shall be attached by sewing through the folds of the endpapers and the two outermost signatures, front and back (four signatures in all), of the text block. * When text blocks have been oversewn previously, and so must have endpapers whip stitched on, the stitching shall be done as follows: holes shall be punched or drilled at a 45 degree angle, 1 inch apart along the spine edge of the text block, front and rear. The endpapers shall be hand sewn to the block by passing the needle through the holes twice, from first hole to last and back. * When endpapers must be tipped onto the first page of a text block, adhesive shall be applied at the spine edge of that page in a swath at least 1/8 inch, but no more than 1/4 inch wide. * In no case shall a strip of reinforcing fabric be adhered directly to the spine edge of any page of a text block. * Paperboard. * Paperboard (i.e., binder's board) shall conform to section 15 of the Library Binding Institute STANDARD. * Board thickness shall be appropriate for the size and weight of the volume to be bound, and shall be available in thickness ranging from approximately .060 to .126 inches. * Paper inlays. * Inlays shall conform to section 14.3 of the Library Binding Institute STANDARD and shall be alkaline and buffered. * Stubbing. * Stubbing conforming to Library Binding Institute STANDARD 14.2 shall be used whenever practical to make up for size differences. * The Smathers Libraries binding policy largely prohibits binding together of materials of different heights; however, when stubbing for this purpose is required, the bottom of the resulting text block should be flush, with stubbing at the top. Stubbing, in this case, shall be cut off near the margin. * In no case shall one piece be trimmed excessively for the purpose of making it conform to a smaller piece with which it must be bound. * Stubbing per Library Binding Institute STANDARD 5.4 shall be added to volumes to compensate for thick pockets on back covers, and to correct text blocks which flair out towards the fore-edge. * Stubbing shall not be used to compensate for missing issues or pages. The Smathers Libraries binding policy requires the Smathers Libraries to tip-in a missing issue/page sheet. * In general, stubbing shall be authorized only by the Smathers Libraries and shall be recorded on the binding slip. 6.2. Back Lining Material. * Back lining (i.e., backing) materials shall conform to section 10 (application) and section 16 (material specification) of the Library Binding Institute STANDARD. * Volumes which have been double-fan adhesive bound shall first line the back with stretchable lining material which meets the specifications of the Library Binding Institute STANDARD, section 16.2. * All volumes, including those which have already been lined with an accepted stretchable lining material, shall be lined with cloth, conforming to section 16.3 of the Library Binding Institute STANDARD. NOTE: Double-fan adhesive binding required by these specifications calls for use of woven (i.e., duck) cloth backing in addition to non-woven (i.e., stretch) cloth. * Cf, section 6.8, below for consideration of backing. 6.3. Adhesives. * All adhesives shall conform to section 17 of the Library Binding Institute STANDARD. * Adhesives used for leaf attachment, back lining, case making, casing-in, and construction of boxes and portfolios shall be high grade co-polymer polyvinyl acetate emulsions with good aging characteristics. * Use of animal glue is unacceptable for any application. Animal glues are attractive to carpet beetles which infest Florida. 6.4. Thread. * Thread used for oversewing shall conform to section 18 of the Library Binding Institute STANDARD. * Thread used or other methods of leaf attachment shall be of highest quality, and of an appropriate weight, thickness, strength, and fiber for those applications. 6.5. Covering Material. * Covering material for bound volumes shall conform to section 16.4 of the Library Binding Institute STANDARD unless a different type of material is requested by the Library for specific items or a specific class of items. * Covering material must be woven cloth. Paper, non-woven cloths and plastics, including polyester, are unacceptable. * Cloth must be pyroxylin-coated or acrylic. Starch-filled cloths are unacceptable. * Choice of colors. * Monographs. * Choice will be made by the commercial bindery. * Light colors (e.g., white, yellow, pink, and beige) shall not be acceptable. * No fewer than five (5) acceptable colors in any single cloth-weight will be available for this purpose. Cf, section 9.3, "samples," of these specifications, below. * No one color in any single cloth-weight shall be used more than any other color of the same cloth-weight. * Annuals, periodicals, serials. * Choice will be specified by the Smathers Libraries. * No fewer than twenty-five (25) colors in any single cloth-weight will be available for this purpose. Cf, section 9.3, "samples," of these specifications, below. * The commercial bindery shall provide assistance matching colors currently used for these materials to those provided by the commercial bindery. * Theses and dissertations. * Choice will be specified by the Smathers Libraries. * Dark blue is required for all theses and dissertations. * Cloth-weight. * Choice, within the Smathers Libraries' guidelines, and application of the proper cloth-weight shall be the responsibility of the commercial bindery within the parameters required below. * Group C-1 bookcloth is acceptable only for monograph volumes and recased volumes one (1) inch or less in thickness across the spine. * Group F Buckram bookcloth is required for monograph volumes and recased volumes greater than one (1) inch in thickness across the spine; for all annuals, periodicals and serials; and for all theses and dissertations. 6.6. Stamping foil and lettering. * Stamping foil shall conform to section 20 of the Library Binding Institute STANDARD. * The Smathers Libraries requires that all stamping foil (i.e., lettering) be white, except: * when a light colored book cloth has been maintained for serial runs; in this case, stamping foil shall be black * the Smathers Libraries will specify use of black stamping foil when required. * Lettering. * Type and Style. * Lettering shall be done to conform to section 11.2 of the Library Binding Institute STANDARD. * All lettering shall be in 18 point type, except for volumes thinner than 1 inch, which may be lettered in 14 point type. * All call numbers, however, shall be stamped in 18 point type. * Characters must be available in both upper and lower cases, for use as appropriate in call numbers. * Placement of Call Numbers. * The order of priority for placement of call numbers on the covers of classified volumes is: 1. in horizontal lines on the spine and 2. when volumes are thinner than 5/8 inch, in horizontal lines in the lower left-hand corner of the front cover, as close to the spine as possible (i.e., within 0.5 inch or 12 mm of the joint). * In no case shall the call number be stamped in vertical lines. * Placement of Author/Title Information. * The order of priority for placement of author/title information on the covers of volumes is: 1. in horizontal lines on the spine, and 2. when volumes are thinner than 5/8 inch, in vertical lines running down the spine. * Placement of Volume, Issue, Page and Year Designation (or other Variables). * Volume, issue, page (if applicable) and year designation or other such variable designations are always to be stamped horizontally. * Stamping shall be done consistently from one bound volume to the next. If variations in the size of bound volumes require modifications in the stamping of this information, then Binder shall establish and adhere to patterns so that stamping is done consistently for volumes of the same size. 6.7. Trimming, notching and folding. * All monograph volumes shall be left untrimmed, unless instructed by the Smathers Libraries. * Trimming of periodical text blocks shall be done according to Library Binding Institute STANDARD 7.0. * When trimming is done, the heads, fore-edges, and tails of text blocks shall be trimmed as slightly as possible, and under no circumstances shall printed material be trimmed away. * For text blocks which must have the spine edge trimmed or milled away in preparation for oversewing or double fan adhesive binding, as little as possible (and not more than 1/8 inch) of the edge shall be removed, in order to preserve as much as possible of the inner margin. * Very bulky serial issues which are saddle stitched, and which cannot be sewn through the fold (e.g., when they must be bound together with non-saddle stitched issues) shall be prepared for adhesive binding or oversewing by slitting through the fold rather than by trimming or milling. * Where margins of adhesive bound text blocks are extremely narrow, the pages shall be pulled away from the original adhesive if this can be done easily (which is sometimes the case when the original adhesive is a hot melt type), and left untrimmed. * Notching * Notching may not be done without written instruction from the Smathers Libraries. The Smathers Libraries binding policy restricts the use of notching. * When notching is use, double-fan adhesive binding is required. * No more than three (3) passes of the notching tool may be made. * Notching is restricted to use when: * double-fan adhesive binding volumes containing glossy or coated pages, or * double-fan adhesive binding volumes greater than 1.5 inches width across the spine. * Folded maps, plates, etc. shall not be trimmed or refolded with new folds. * If the commercial bindery requires that such items be refolded before binding, the bindery shall return the volume to the Smathers Libraries for treatment. * Cf, also, section 7.2, "Special preparation,"of these specifications, below. 6.8. Rounding and backing. * Rounding and backing shall be performed in accordance with section 9 of the Library Binding Institute STANDARD. * All volumes shall rounded and backed, with the exception of those exempted by section 9.2 of the Library Binding Institute STANDARD. * The commercial bindery may also exempt from rounding and backing items it considers to be already sufficiently rounded and backed, or too fragile to be subjected to rounding and backing without risk of damage to the text block or sewing structure; and very thin items including saddle stitched pamphlets and music scores. * Rounded and backed text blocks which must be rebound, and for which it is not possible to preserve the original sewing structure, shall have boards removed and the old rounding and backing taken out by nipping, before the spine edge is trimmed or milled. * Gluing Prior to Rounding and Backing. * Spines of all text blocks shall be glued prior to rounding and backing. * Back Lining. * Backs shall be lined to conform to section 10.0 of the Library Binding Institute STANDARD. * Text blocks over 2.5 inches in thickness, or which are very heavy, shall have an extra lining of alkaline paper applied over the cloth lining for additional support. The Smathers Libraries binding policy largely prohibits binding of materials over 2.5 inches in one volume. * Double-fan adhesive bound volumes shall be lined with a stretchable back-lining material and a cloth lining; cf, section 6.2, above. 6.9. Flush bottom binding. * When textblocks are wider than 1.5 inches across the spine, the textblock's bottom edge shall be flush with the case. * Volumes requiring such binding will be individually marked, flagged and boxed by the Smathers Libraries in packing-out. * Boards must be custom cut to eliminate the square at the tail of the volume. * Cf, also, section 6.11, "Case construction," of these specifications, below. 6.10. Leaf Attachment. * The Smathers Libraries reserves the right to specify what it considers the appropriate method of leaf attachment. * In general, the Smathers Libraries will determine the method of leaf attachment desired. * In general, the Smathers Libraries follows Appendix I, "Three sample decision trees," found in the GUIDE TO THE LIBRARY BINDING INSTITUTE STANDARD FOR LIBRARY BINDING (1990). * When the Smathers Libraries leaves selection of the leaf attachment method to the commercial binder, decision should be made in accordance with the aforementioned appendix. * New case only (recase). * This method shall be used for the following materials: * volumes with textblocks and leaf-attachments which are intact and with cases which have suffered total or partial deterioration at hinges and joints or irreparable deterioration of the boards or spine. * New cases shall be constructed according to section 6.11, "Case making and casing-in," of these specifications, below. * Sewing Through the Fold. * This method shall be used for the following materials: * volumes issued in single, saddle stitched signatures; * volumes which can be bound in no other way without destroying printed matter in the inner margin, and which have special value. * Sewing through the fold shall be done according to section 6.2 of the Library Binding Institute STANDARD. * Preparation of monographs for hand sewing through the fold shall not include the sawing of slots at the spine edge, nor shall volumes be cut with a saw as described in section 6.2.1 of the Library Binding Institute STANDARD. * The Smathers Libraries prefers that the third type of endpaper described in Library Binding Institute STANDARD 6.2.3.1 (2 folded sheets, nested) be used whenever possible. * Extremely thick or heavy text blocks and those requiring hand sewing shall be sewn on highest quality lined or cotton tapes of suitable width, spaced no more than 2 inches apart. * Double Fan Adhesive Binding. * This method shall be used for the following materials: * volumes which are not suitable for recase (i.e., new casing only) or sewing through the fold; * volumes which are less than 2.5 inches thick; * volumes which are not printed on glossy, stiff, or other types of paper unsuitable for the process unless notched (cf, section 6.7, "Notching," of these specifications, above). * Double-fan adhesive binding shall conform to section 6.3 of the Library Binding Institute STANDARD, except that: * the spine is not to be notched as described in section 6.3.1 of the Library Binding Institute STANDARD unless the paper being double-fan adhesive bound is glossy or stiff (cf, section 6.7, "Notching," of these specifications, above). * The spine edge of the text block shall be fanned out in the opposite direction and re-glued so that the adhesive penetrates the inner margin of the volume slightly. * Any mechanized process for applying the adhesive as in section 6.3.2 of the Library Binding Institute STANDARD shall have the prior approval of the University and shall be described in the bid if applicable. * Backing: cf, also sections 6.2 and 6.8 of these specifications, above. * Oversewing. * This method shall be used for the following materials: * monographs and serials printed on sturdy, flexible paper with a margin of a least 5/8 inch, for which no other method of leaf attachment is possible. * Oversewing shall conform to section 6.1 of the Library Binding Institute STANDARD, except that the commercial binder is not to use the alternate endpaper described in section 6.1.3 of the Library Binding Institute STANDARD. * Items to be oversewn shall be divided into uniform sections not to exceed 0.055 inch in thickness, except those printed on flexible, pulpy paper, which may be thicker sections but not to exceed 0.065 inch. * Sewing shall not be closer than 1/4 inch to the head and tail of the textblock. 6.11. Case making, casing-in and pocket construction. * Case construction. * Case construction shall conform to section 11 of the Library Binding Institute STANDARD. * Boards and inlay shall be securely adhered to the inside of the covering fabric. * The inlay shall be cut to the same height as the boards and the same width as the back of the text block. * On all volumes over 1/2 inch thick or more, a piece of cord of appropriate thickness shall be placed at each end of the inlay before the fabric is turned over the boards, in order to provide additional strength at the head and tail of the spine. * Cord must be omitted at the tail of textblocks bound flush with the bottom of the case (cf, section 6.9, "Flush bottom binding," of these specifications, above). * Hinges shall be no more than 1/4 inch wide, and covering material shall be uniformly turned in at least 5/8 inch. * Cases shall be neatly made. * Casing-in. * Casing-in shall conform to section 12 of the Library Binding Institute STANDARD. * Volumes shall be cased-in and pressed between metal edged boards or in a hydro-press (i.e., a building-in machine). * If the hydro-press is used, the heat, pressure and dwell time shall be sufficient to set the joints, insure good adhesion, and permit the boards of the book to open easily. * The adhesive used for casing-in shall be completely compatible with that used for making the case. * The square which projects around the head, fore-edge, and tail of the textblock shall be proportionate to the size and weight of the textblock, as per section 12 of the Library Binding Institute STANDARD. * Construction of pockets. * Pockets for supplementary materials shall be made of alkaline paper, tear resistant fabric, and fabric or board depending on the bulk and weight of the materials they are designed to protect as per section 5.4 of the Library Binding Institute STANDARD. * They shall be constructed so that the materials they contain are firmly supported, and are not easily damaged as they are inserted in or removed from the pocket. 6.12. Improvements and Innovations in Methods and materials. * Any improvements in traditional methods and/or materials used by the commercial binder shall be acceptable to the Library within the terms of this request for bid and subsequent contract. * The methods and/or materials must undergo extensive, documented testing which measures their strength, durability, and functional qualities (e.g., openability of the bound volume); and tests must clearly indicate that the innovation(s) will lead to better protection and greater longevity of the text block. * Whenever possible, test results or research findings authored by recognized experts in the field of bookbinding should be provided to the Smathers Libraries. * The Smathers Libraries recommends the use of contacts made through the Library Binding Institute for the testing and study of techniques and materials. * New methods must be described in writing and submitted to the Smathers Libraries for consideration. * Samples of new materials must be submitted to the Smathers Libraries for secondary, independent testing. * Adoption of any technical or Material innovation must be approved in writing by the Smathers Libraries. 7. PREPARATION AND POST-BINDING QUALITY CONTROL, ETC. 7.1. Examination and Collation. * All Volumes. * All volumes shall be examined by both the Smathers Libraries and the commercial binder according to section 5 of the Library Binding Institute STANDARD to detect damaged leaves and peculiarities of paper or construction which might make first-time binding or rebinding inadvisable. * Monographs. * Both the Smathers Libraries and the commercial binder shall inspect monographs for completeness and correct order of leaves as per section 5.1 of the Library Binding Institute STANDARD. * The commercial binder shall also perform page by page collation of loose-leaf monographs. * Covers shall be retained when: * Smythe (machine through-the-fold) sewing; * stab sewing; * oversewing; and * Covers shall be removed when: * adhesive binding (unless the binding slip indicates cover retention). * retaining original sewing of multi-signature volumes. * The commercial binder shall indicate up-charges for removal of covers. The Smathers Libraries may decide to remove covers as required during preparation rather than at the bindery. * Serials. * Both the Smathers Libraries and the commercial binder shall collate annuals, periodicals and serials as per section 5.2.2 of the Library Binding Institute STANDARD to insure completeness and correct sequence of parts and pages, unless other wise specified by the Smathers Libraries. * If the Smathers Libraries specifies custom placement of title page, table of contents, etc., the commercial bindery shall perform collation as per section 5.2.1 of the Library Binding Institute Standard. * If Binder offers alternate pricing for various levels of collating services, this should be stated in bid and the price structure described. * Incomplete or imperfect volumes shall be returned unbound unless the Smathers Libraries has acknowledged the incompleteness in some way. The Smathers Libraries' binding policy requires insertion of a missing issue sheet both at the beginning of the volume and at the location from which the issue is missing. * Covers shall be retained when: * Smythe (machine through-the-fold) sewing; * stab sewing; * oversewing; and * adhesive binding (serials only). The Smathers Libraries' binding policy requires the Libraries's staff to remove or replace serial covers which are too stiff for adhesive binding. * Covers shall be removed when: * retaining original sewing of multi-signature volumes. * The commercial binder shall indicate up-charges for removal of covers. The Smathers Libraries may decide to remove covers as required during preparation rather than at the bindery. * Advertisements and similar material shall be retained in place, unless otherwise specified by the University on a per title basis. The Smathers Libraries' binding policy requires that perfumed or stiff inserts be removed during the Smathers Libraries' preparation if they are not integral to interpretation of the text. 7.2. Special preparation. * Folded maps, plates, etc. As per the Smathers Libraries' instructions, the Binder shall set out (with strips of alkaline paper or cloth of an appropriate weight) all double leaves, maps, and inserts in order to preserve printed matter which would otherwise be destroyed by trimming and/or sewing along the spine edge. Cf, also, section 6.7, "Trimming, notching and folding," of these specifications, above. * Mending. * The commercial binder may repair tears if necessary to bind the volume; and section 5.3 of the Library Binding Institute STANDARD should be employed. * Other torn items are to be returned unbound, including items damaged by the commercial binder; and, section 5.3 of the Library Binding Institute STANDARD should be disregarded. 7.3. Guidelines for inspecting bound volumes. * The commercial binder should perform cursory inspection of the bound volume to assure correctness of leaf attachment, cloth color and all lettering, as per section 13 of the Library Binding Institute STANDARD, and shall be wiped clean before packing if necessary. * The Smathers Libraries shall inspect all volumes upon their return as part of its end-processing routines. * Appendix II, "Inspecting Library Bound Volumes," of the GUIDE TO THE LIBRARY BINDING INSTITUTE STANDARD FOR LIBRARY BINDING (1990) shall be used. * In particular, the Smathers Libraries performs: * 100% inspection of case-textblock matching. * 100% inspection of call numbers. * 100% inspection of enumeration and chronology (i.e., volume number, dates, etc.). * 25% random inspection of cloth color (serials, multi-volume monographs and theses). * 25% random inspection of author/title information. * 25% random inspection of leaf attachment. * 25% random inspection of rounding and backing, and back-lining. * variable percentage random inspection of other workmanship. * The Smathers Libraries shall return volumes with substandard workmanship or other defect to the commercial binder for correction. * Substandard workmanship shall be defined by fail to meet either the Smathers Libraries specifications and instructions or the requirements of the Library Binding Institute STANDARD. * The Smathers Libraries shall assume responsibility for all charges related to corrections resulting from its oversight. * The commercial binder shall assume responsibility for all charges related to corrections resulting from its oversight or practices. * The commercial binder shall replace or make other compensation for volumes destroyed in the binding process. * The commercial binder shall not be held responsible for correcting, at its expense, workmanship or defects noticed after the Smathers Libraries' end-processing inspection routines. 8. REFERENCES AND SAMPLES. References and samples allow the Smathers Libraries to evaluate the commercial bindery's commitment to service and its ability to comply with the standards, specifications and instructions aforementioned. Neither references or samples, however, will be used in evaluation of successfulness of a bid. 8.1. References. A list of at least five (5) comparable university or research Smathers Libraries for which the commercial binder is currently doing binding is required by the Smathers Libraries. This list should include: * At least three (3) accounts over $50,000 annually, and * If the commercial bindery's bid includes use of an automated system, the list should also include at least two (2) accounts using the system. * Individual contacts and their telephone numbers. This information will be used to provide reference for the quality of service only. Evaluation of the quality of binding shall not be attempted. 8.2. Samples of binding should be submitted with bid. The Smathers Libraries will supply similar materials, with binding instructions, to all commercial binders wishing to bid and attending the pre-bid meeting. * Samples should be adequately identified, including: * name of the commercial bindery, and * type of leaf attachment. * Samples should include the following types of binding: * double-fan adhesive bound, * oversewn, * sewn through-the-fold by machine (i.e., Smythe sewn), * sewn through-the-fold by hand, * retention of original signatures * written description of the process used to retain original signatures, remove original adhesive (if necessary), attach endsheet, etc. should be included. * recase (i.e., new case only; original sewing structure retained). * Samples should include at least one example of flush bottom binding. Binding samples shall be used to ascertain the quality of workmanship and adherence to the aforementioned standards. Bound samples MUST be made to the specifications of this request for bid. 8.3. Samples of materials should be submitted with bid. * Samples should be adequately identified, including: * name of the commercial bindery, * name of the material, and * the material's use. * Samples should include the following materials: * endsheet (one of each type used); * spine-lining and backing materials (one of each type used), including: (a) duck _cloth|, (b) stretch-cloth and (c) any paper or board backings used; * binder's board (one of each manufacture process used); * bookcloth and covering materials (one of each type used); and * adhesive (one of each type used). Material samples shall be used to ascertain the quality of materials and adherence to the aforementioned standards. Samples MUST meet the specifications of this request for bid. 8.4. Samples of forms used for communication between the Smathers Libraries and the commercial bindery should be submitted with bid. * Samples should be adequately identified, including: * name of the commercial bindery, * name of the form, and * the form's use. * Samples should include the following forms: * monograph binding slip/ticket (blank); * monograph binding slip/ticket (completed); * periodical/serial binding slip/ticket (blank); and * periodical/serial binding slip/ticket (completed). Sample forms shall be used to ascertain the Smathers Libraries ability to provide information required or requested, and the suitability of the Smathers Libraries's workflow to the commercial bindery's workflow. PRICING. The Commercial Binder must provide a schedule of prices for services required by this request for bid. Prices should represent individual units per service. All up-charges and additional fees should be listed clearly. Prices should define the cost of the following: 1.0. Monograph (first-time binding). 1.1. Retain original signatures ........................ $_____/unit. (multiple signature item) Bid should include base cost plus additional charges, including: any necessary preparation (e.g., removal of original adhesive, stripping the volume down into individual signatures, etc.), average labor charges (e.g., any necessary collation, hand-sewing, etc.), etc. 1.2. Double-fan adhesive bind ......................... $_____/unit. Bid should include base cost plus additional charges, including: backing with both non-woven (i.e., stretch) and woven (i.e., duck) cloth, any necessary milling or trimming of the spine/binding edge, etc. 1.3. Oversew .......................................... $_____/unit. Bid should include base cost plus additional charges, including any necessary milling or trimming of the spine/binding edge, etc. 2.0. Annual/Serial/Periodical (first-time binding). 2.1. Smythe sew (single signature items bound together) $_____/unit. Bid should include base cost plus additional charges, including: hand-sewinging, etc. 2.2. Retain original signatures ....................... $_____/unit. (multiple signature item) Bid should include base cost plus additional charges, including: any necessary preparation (e.g., removal of original adhesive, stripping the volume down into individual signatures, etc.), average labor charges (e.g., any necessary collation, hand-sewing, etc.), etc. 2.3. Double-fan adhesive bind ........................ $_____/unit. Bid should include base cost plus additional charges, including: backing with both non-woven (i.e., stretch) and woven (i.e., duck) cloth, any necessary milling or trimming of the spine/binding edge, etc. 2.4. Oversew ......................................... $_____/unit. Bid should include base cost plus additional charges, including any necessary milling or trimming of the spine/binding edge, etc. 3.0. Atlas (first-time binding). 3.1. Retain original signatures ..................... $_____/unit. (multiple signature item) Bid should include base cost plus additional charges, including: any necessary preparation (e.g., removal of original adhesive, stripping the volume down into individual signatures, etc.), average labor charges (e.g., any necessary collation, hand-sewing, etc.), etc. 3.2. Double-fan adhesive bind ....................... $_____/unit. Bid should include base cost plus additional charges, including: backing with both non-woven (i.e., stretch) and woven (i.e., duck) cloth, any necessary milling or trimming of the spine/binding edge, etc. 3.3. Oversew ....................................... $_____/unit. Bid should include base cost plus additional charges, including any necessary milling or trimming of the spine/binding edge, etc. 4.0. Music Score (first-time binding). 4.1. Retain original signatures .................... $_____/unit. (multiple signature item) Bid should include base cost plus additional charges, including: any necessary preparation (e.g., removal of original adhesive, stripping the volume down into individual signatures, etc.), average labor charges (e.g., any necessary collation, hand-sewing, etc.), etc. 4.2. Double-fan adhesive bind ...................... $_____/unit. Bid should include base cost plus additional charges, including: backing with both non-woven (i.e., stretch) and woven (i.e., duck) cloth, any necessary milling or trimming of the spine/binding edge, etc. 4.3. Oversew ....................................... $_____/unit. Bid should include base cost plus additional charges, including any necessary milling or trimming of the spine/binding edge, etc. 5.0. Thesis/Dissertation (first-time binding). 5.1. Oversew ....................................... $_____/unit. Bid should include base cost plus additional charges, including any necessary milling or trimming of the spine/binding edge, etc. 6.0. Rebinding. 6.1. Smythe sew .................................... $_____/unit. (single signature items bound together) Bid should include base cost plus additional charges, including: hand-sewinging, etc. 6.2. Retain original signatures .................... $_____/unit. (multiple signature item) Bid should include base cost plus additional charges, including: any necessary preparation (e.g., removal of original adhesive, stripping the volume down into individual signatures, etc.), average labor charges (e.g., any necessary collation, hand-sewing, etc.), etc. 6.3. Double-fan adhesive bind ...................... $_____/unit. Bid should include base cost plus additional charges, including: backing with both non-woven (i.e., stretch) and woven (i.e., duck) cloth, any necessary milling or trimming of the spine/binding edge, etc. 6.4. Oversew ....................................... $_____/unit. Bid should include base cost plus additional charges, including any necessary milling or trimming of the spine/binding edge, etc. 7.0. New Case Only (i.e., Recasing) .................. $_____/unit. Bid should include base cost plus additional charges, including: any necessary cleaning of the spine; removal of original adhesive; rebacking; etc. PRICING. Up-charges and Special Handling. The following prices are requested for informational purposes only and will not be evaluated nor used to make the bid award. 1.0. Up-charges. Price schedule for up-charges should include the following information for each up-charge: a) name of up-charge; b) description of up-charge; c) billing unit: e.g., hourly rate, unit charge, etc.; and d) price quote. Up-charges may include services such as: flush bottom binding; double stamping required for black lettering; additional lines of lettering; construction of pockets for folded materials; removal of staples, inserts or covers; tipping -in; etc. 2.0. Special Handling. Price schedule for special handling should include the following information for each charge: a) name of charge; b) description of charge; c) billing unit: e.g., hourly rate, unit charge, etc.; and d) price quote. Special handling may include services such as: rush binding; parcel post delivery for rush materials; mending, etc.