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BINDING AND REBINDING

(contract last updated 09/27/2019)

SCOPE: Contract for the purchase of Binding and Rebinding.

 

Contract for the binding and re-binding of textbooks, paperback books, previously bound books, documents, music scores, typescripts, theses, periodicals, serials and other similar materials as well as other additional services offered (for example, facsimile copying) for UW Madison campus libraries and departments.

 

Exclusions:
The libraries reserve the right to make the determination as to inclusion or exclusion, but in general the following categories are excluded here from:  Rush binding, experimental or exploratory work, books published before 1920, artist's books, books which have value as artifacts, restoration and binding of rare books, and binding of books of high monetary value.

 

At its option, each Library may elect to have single part items bound by book vendors or at time of purchase in the foreign country of publication.


CONTRACT # DESCRIPTION
15-5577 BINDING AND REBINDING
CONTRACT ORIGIN: ADDITIONAL INFORMATION:
UW-Madison
Purchasing Services
21 N Park St, Ste 6101
Madison, WI 53715-1218
UW-Madison users contact:
Sarah Martin
(608) 265-0443 / FAX (608) 262-4467
sarah.martin@wisc.edu
  Non-UW-Madison users contact: Vendor Representative
COOPERATIVE PURCHASING:

YES - University of Wisconsin System campuses , State of Wisconsin Agencies, Wisconsin Municipalities

 

NO - Other CIC member institutions or Non-Profit Organizations specifically linked by their mission to the University of Wisconsin Madison

CONTRACT TERM:

October 1, 2014 through September 30, 2015, with automatic renewal extensions to September 30, 2019, unless amended, cancelled or rebid.

EXTENDED TO SEPTEMBER 30, 2020.


Vendor(s)
058687
HF Group LLC
1010 N Sycamore St 
North Manchester  IN  46962
     
Sales Representative: PHONE # FAX #
Adam Brouwer 260-982-2107 260-982-1130
E-mail abrouwer@hfgroup.com
  PHONE # FAX #
Ordering/Expediting: 260-982-2107 260-982-1130
Invoice Information: 260-982-2107 260-982-1130
Returns: 260-982-2107 260-982-1130
Supplier Diversity Reporting: 260-982-2107 260-982-1130
Website www.hfgroup.com
Commodity Code 908-20
Federal Employee ID # (FEIN) 20-4101469
F.O.B. “D” F.O.B. DESTINATION
Terms: N/30
Invoicing: Invoices at Net
Minimum Order:
  • Minimum of 30 pieces for pick-up and delivery by the Contractor will apply.
  • Orders not meeting the Contractor’s minimum order requirement for pick-up and delivery by Contractor's truck will be mailed or shipped to the Contractor at the libraries or departments’ expense, and returned with shipping pre-paid and added to the invoice (see Section C.12 – Delivery Requirements).
Other: Pricing not available to: Other CIC member institutions or Non-Profit Organizations specifically linked by their mission to the University of Wisconsin Madison.
Pricing Information: Click here for pricing.

SPECIFICATIONS

 

1.  GENERAL SPECIFICATIONS
The Contractor shall be willing to accept collect telephone calls (or provide a toll-free number) when such calls are warranted because of unusual problems, changes in delivery schedules, etc.

 

The libraries reserve the right to specify the binding style and method of treatment (e.g., "Bind flush") for any and all items should this decision making be deemed necessary for any reason.  When the Library so specifies, the decision shall not be changed by the Contractor without the prior consent of the Library.  If, in the opinion of the Contractor, an item cannot be bound in the manner specified by the Library, it shall be returned unbound with a written explanation of the reason for its rejection.  When the Contractor is responsible for making the decision as to which style of binding to use on each item, the decision shall be made only after a thorough inspection of the piece.  Any binding method not included in the contract requires prior approval by the Library. The Contractor will be held accountable for damage caused by an inappropriate choice of binding style or method of treatment.

 

Non-defacing methods shall be used to mark Library materials being processed in the Contractor's plant.  No tape, stickers, rubber-stamping or writing on the text block shall be used.

 

If the Contractor discovers a count discrepancy upon receipt of items from the Library, the Contractor shall immediately notify the Library.

 

Contractor must maintain an inventory of supplies required.

 

All binding must be produced in the plants of the Contractor.  Any Contract shall not be in whole or in part, subcontracted, assigned, or otherwise transferred to any other Contractor without prior written approval by Purchasing. 

 

2.  SAMPLES:
Contractors shall demonstrate that they can perform binding of highest quality when judged by the standards set forth within this contract.  The following types of binding are required under this contract:

 

  Multiple part and single part items in:
1.   oversewn
2.   machine sew-thru-fold
3.   hand sewn thru-fold
4.   recased, with pocket (single part item only)
5.   double-fan adhesive
6.   notched adhesive
7.   clamshell/double tray drop spine box
8.   cased pocket
9.   Law Library pocket (see 14.18)
10.  pocket or enclosure for media   (e.g. video cassette, diskette, etc.)
11.  paper cover for music parts
12.  sample of each type of endsheet marked to indicate the style of binding for which it is used

 

Contractors should also submit samples of their full range of Buckram and C-cloth colors.

 

All samples will be evaluated by the Libraries in an identical manner to determine whether the binding conforms with the specifications.

 

Libraries reserve the right to request samples or specifications of materials used at any time during the life of the contract.

 

3.  QUANTITIES:
The quantity of materials to be bound per year is estimated based on past experience.  The exact quantities in total or any part are not guaranteed.

4.  PLANT INSPECTION:
Any time during the term of the contract, the Contractor shall permit representatives from the libraries and/or the Purchasing Services Department to inspect their plant during normal working hours.  The University reserves the right to determine acceptance or rejection of the facility.

 

5.  COMPLAINTS:
In the event that service, materials, or the quality of work is judged by the Library to be unsatisfactory, the Library will provide a written detailed complaint with a copy to UW-Madison Purchasing Services.  Corrections to any complaint are to be made at once.  The Library shall be the sole judge of work quality and adequacy of service.

 

6.  ERRORS, CORRECTIONS &- DAMAGES:
Any errors made by the Contractor shall be returned by the Library.  If errors are correctable and can be made without affecting the readability of the book, such corrections shall be made without additional charge to the University.  All volumes sent back for correction shall be returned to the Library within 14 calendar days from the date they were picked up at the Library or another date as agreed upon with the Library.

 

Errors which cannot be corrected, in the judgment of the Library, shall be subject to settlement for damages.
The Library shall be the sole judge as to the amount of claim for damage to or loss of any item.  The limit of liability for an item lost, damaged or destroyed shall be a sum that includes the replacement cost of the material plus a fee of $50.00 to cover the cost of reordering and processing.  Items selected by the Library for replacement due to damage incurred during binding may be returned to the Contractor for inspection if so requested by the Contractor; such items shall then be returned by the Contractor to the Library within 14 calendar days (or longer if approved by the Library).  In the event an irreplaceable item is lost, damaged or destroyed, the Library reserves the right to determine the fair market value.  If the Contractor does not agree with this determination, he may request an independent appraisal of the damage or loss sustained.  The Library will arrange for this to be done at the expense of the Contractor.

 

In the event that an item is partially damaged, e.g. a few pages are mutilated; the Library may choose to replace (or may request the Contractor replace) only the damaged pages with photocopies.  In this case, the Contractor shall be responsible for the cost of the copies, plus a fee of $50.00 to cover the cost of searching, ordering and processing.  The Library shall be the sole judge of whether photocopies will be an acceptable replacement for any damaged material.

 

In cases where an item has been damaged in such a way that usability has been affected but, in the opinion of the Library, is still usable (e.g. an item with narrow inner margins that has been oversewn so close to the print margin that the volume cannot be photocopied legibly), the Library may assess a penalty of up to $10.00 per item for the damage.  The Library shall be the sole judge of these cases.

 

7.    SERVICE:
A representative from the bindery shall visit each Library at the beginning of the contract, periodically thereafter during the life of the contract, and shall be available on request of the Library.  The representative shall be a person thoroughly familiar with the technical operation of the bindery and who is authorized to make decisions and speak for the Contractor.

 

8.    PACKING:
It is the responsibility of each Library or department to prepare and pack material for shipment to the Contractor.  Specific manner of packing will be arranged with the Contractor.  The Contractor shall pack material being returned to the Library using best commercial methods of wrapping, packaging and labeling to ensure that damage of Library materials is not likely to result from mishandling or accident.  Each package shall be legibly labeled with the name of the Library, full delivery address, binding lot number, and purchase order number.

 

9.    PREPARATION OF ORDERS:
Libraries or departments are responsible for the following:

  • Binding and re-binding for orders not meeting the Contractor’s minimum order requirement for pick-up and delivery by Contractor's truck are to be at contract pricing, but library or department of origin is responsible for the cost of transporting of items.
  • Listings of books and completed binding slips (slips to be supplied by the Contractor) submitted for binding and rebinding.
  • Sorting, wrapping, labeling, etc. of books in the containers provided by the Contractor as is necessary and appropriate for shipment.  Specific manner of packing will be arranged with the Contractor.
  • Arrangements with Contractor for dock-to-door pickup and delivery of books for binding and rebinding.
  • Any minimum order requirement required by the Contractor.

 

10.    CUSTOMER PROFILES:
Contractor must arrange with Memorial, Steenbock, Ebling and Law Libraries to establish a “customer profile” (i.e. examples of individual library needs, trimming, pockets, etc.) within the terms and conditions of the contract.   Contractor must be able to accommodate any other library or department meeting the Contractor’s minimum order requirement and ordering on a regular basis.

 

11.   COMPUTERIZED BINDING DATABASE SERVICES:
ABLE:  Memorial, Steenbock and Ebling Libraries are currently using the ABLE (Advanced Bindery Library Exchange) automated binding preparation system to maintain the Library’s binding database of serial and set titles, and to create and maintain binding instruction records.  The Contractor shall provide the necessary training, documentation, technical support, and equipment to facilitate smooth transitions from the previous Contractor, and to any succeeding Contractor.  Contractor shall provide conversion services for all current and historical data as part of the transition from the previous Contractor.

 

The ABLE database records are the property of the individual libraries, and at the cessation of the contract, shall be immediately available to each individual library.  Upon request at the cessation of the contract, a generic conversion utility and/or file layout shall be provided to the new Contractor.

 

The Contractor shall provide all configuration specifications necessary for a Windows 7 workstation capable of running the automated system including storage requirements for all files and indexes.  A requirement is that the system be able to provide either separate databases for each pickup point or an efficient method of maintaining separate access from a single database.

 

The Contractor shall provide the latest viable version of the ABLE software (Version 6.6. or higher), and provide any necessary training, manuals, and technical support to make a smooth transition from older versions of the software.  Subsequent upgrades of ABLE which significantly improve any part of the software shall be negotiable between the campus libraries and the Contractor.

 

In the event of ABLE being superseded, and only with the agreement of the GLS, the Contractor shall provide the latest viable version of an equivalent binding preparation software package.  The Contractor must be able to convert the ABLE database to the new software system without loss or degradation of data.  The Contractor shall also provide the necessary training, documentation, and technical support to facilitate the transition from ABLE to its replacement.

 

The Wide Area Network (WAN) consists of a Windows 2008 Active Directory environment and multiple Red Hat and Solaris based Unix servers.  There are over 950 client workstations running Windows 7.  The network supports 40 libraries and reading rooms on the Madison campus.  The campus libraries require that any networked application meet their minimum standards of network performance.  A trial period of not less than 30 days would be needed to assure network performance compliance.

 

The system should be capable of transferring binding data electronically, e.g., FTP, SFTP, or by disk to the bindery and of offloading data by disk or by tape to another system.

 

The Contractor should cooperate in efforts to interface ABLE or any subsequent binding preparation software, with other automated systems used in the campus libraries, such as EX Libris Voyager or ALMA.  Cooperation should include, but not be limited to, providing any codes or other specifications needed.

 

The Contractor shall provide a backup utility and make recommendations as to the type of equipment best suited for the applications.  The Contractor shall also provide the appropriate archive and backup software and in addition, determine the proper scheduling of incremental and full backups as needed by the application.  Any proprietary hardware shall be maintained by the Contractor.  A full disaster recovery plan should be submitted by the Contractor as it relates to this application.

The Contractor shall provide to the campus libraries support and maintenance of the ABLE or any subsequent binding preparation software.  Calls for assistance shall be returned within four hours, and support and/or maintenance should be performed within twenty-four (24) hours during the work week.

 

If the Contractor provides a web-based system where campus library data is stored on the Contractor’s servers, the Contractor shall:
○ maintain network security that, at a minimum, includes:  network firewall provisioning and intrusion detection.  Likewise, the Contractor agrees to maintain network security that conforms to generally recognized industry standards and best practices that the Contractor applies to its own network.
○ agree that any and all data will be stored, processed, and maintained solely on the designated servers and that no data at any time will be processed on or transferred to any portable or laptop computing device or any portable storage medium, unless that storage medium is in use as part of the Contractor’s designated backup and recovery processes.  All servers, storage, backups, and network paths utilized in the delivery of the service shall be contained within the states, districts, and territories of the United States, unless specifically agreed to in writing by a University of Wisconsin-Madison officer with designated data, security, or signature authority.  An appropriate officer with the necessary authority can be identified by the UW-Madison Chief Information Officer for any general or specific case.
○ provide a backup schedule which includes a backup of the server so that no more than 24 hours of data may be lost in case of server failure.
○ guarantee that a disaster recovery plan exists, including off-site storage of data in a secure location.

 

LARS:
The Law Library is currently using the LARS automated binding preparation system.
The Contractor shall provide the latest viable version of the LARS software and provide any necessary training, manuals and technical support needed.  The Law Library expects to upgrade to ABLE in the future.  All above conditions also apply to the LARS software. 

 

NOTE:  Some libraries and departments, due to small size, may remain on a manual system indefinitely.  The Contractor must be able to accommodate a manual system for them.

 

12.    DELIVERY REQUIREMENTS:
Binding shipments meeting the Contractor's minimum order requirement for pick-up and delivery are to be delivered to the Library or Department of origin indicated at time of order.  Delivery shall be F.O.B. Destination, Inside Door Delivery, on a non-mingled basis and at the Contractor’s expense.  Prices must include all packing, transportation to and from the bindery to the Library or Department of origin, and insurance charges.

 

Transportation of binding shipments must be in the Contractor’s company-owned or leased vehicles, or by common carrier that can meet specifications for transport and delivery that is chosen with prior consent of Purchasing.

 

If common carrier is used, all delivery specifications must be followed.  In addition, any common carrier must offer door-to-door transport in the same truck, culminating in Inside Door Delivery (i.e., no “zoned” service involving transfer of materials from one truck to another, based on geographical areas of operation).

 

Binding shipments NOT meeting the Contractor’s minimum order requirement for pick-up and delivery are to be shipped to the Contractor by the Library or Department of origin at its own expense via the means of their choice or be included with another library’s order.  Completed binding will be returned to the Library or Department F.O.B. Destination, Inside Door Delivery, Freight Prepaid and Added, to include all packing, transportation from the bindery, and insurance charges.

 

Regularly scheduled pickups and deliveries between the hours of 8:00 a.m. and 3:00 p.m. Monday through Friday will be required.  Material from Memorial Library, and Ebling Library require a 14 day turnaround.  The Law Library and Steenbock require a 28 day turnaround.  Additional pickup/delivery location(s) orders require a 28 day turnaround and must be included at no additional charge to the University, provided they meet the Contractor's minimum order terms.  All Group 3 items (custom-made containers) shall be completed and returned within 56 calendar days from date of pickup.

 

All lots should be returned complete, without missing volumes.  On the rare occasion that a volume is purposely not returned with its designated shipment, the Contractor shall provide written or verbal notification to the Library or Department of origin.

 

All materials not returned to the libraries within 14 calendar days (or longer if approved by the Library) of the due date of the lot of which they are a part shall be declared lost, and shall be replaced at the Contractor’s expense.  The Library may choose to replace the materials or may request the Contractor locate and purchase replacements.  The charge to the Contractor will be the cost of the replacement plus a processing fee of $50.00.

 

When an individual item is urgently needed by a reader, the Library of origin must be able to retrieve the item within five (5) days of the telephoned request to the Contractor, and will pay the transportation costs for the item. Libraries shall keep requests for early return of items to a minimum.

 

Delivery Locations:

Memorial Library http://memorial.library.wisc.edu/
is located at 728 State Street and has a loading dock on the N. Lake Street side of the Library.

Steenbock http://steenbock.library.wisc.edu/
is located at 550 Babcock Drive and has a loading dock by the parking ramp on Observatory Drive.

Ebling Library http://ebling.library.wisc.edu
is located at 750 Highland Avenue, and has a loading dock at 1111 Highland Avenue.

Law Library http://library.law.wisc.edu 
is located at 975 Bascom Mall and has a loading dock located on the back of the building on Lathrop Drive.

A list of other campus libraries can be found at http://www.library.wisc.edu/libraries/
It is provided for your convenience, but is not inclusive of all departments that will also use this contract.

 

13.   MATERIALS

 

13.1  THREAD:
Thread used for oversewing shall conform to or exceed Section 20.1 of the ANSI/NISO/LBI Z39.78-2000 Standard of Library Binding (hereinafter referred to as the Standard)

 

Thread used for sewing through the fold shall conform to or exceed Section 20.2 of the Standard.

 

13.2  PAPER:
All paper used in conjunction with Library materials (e.g. for endpapers, stubs, portfolio or box lining, covers for music parts, setting out pages) shall conform to or exceed Section 15.1.1 and 15.2 of the Standard.

 

All paper used in endpapers shall also conform to Sections 15.1.2 and 15.1.3 of the Standard.

 

13.3  ENDPAPER CONSTRUCTION:
Endpapers for oversewn volumes shall consist of 2 or 3 leaves.  One leaf has a 1-1/4 inch wide reinforcing cloth extension.  A second leaf is tipped to that extension along the binding edge, and a third leaf may be tipped to the second leaf.  When this type of endpaper is used, boards shall be cut to conform to Section 12.3.2 of the Standard, and spaces between the inlay and the boards shall be no less than 3/8 inch, and no more than 1/2 inch wide.

 

Endpapers for volumes comprised of multiple signatures that will be sewn through the fold shall consist of two folded sheets, nested.  The fold of the inner sheet shall be reinforced with a 3/4 inch wide reinforcing cloth strip.  This endpaper is the third endpaper option in Section 7.2.2.1 of the Standard.

 

Endpapers for volumes comprised of a single signature that will be sewn through the fold shall conform to Section 7.2.2.2 of the Standard.

 

Endpapers for volumes that will be double-fan adhesive bound shall conform to Section 7.3.2.1 of the Standard.

 

Endpapers for recased volumes shall conform to Section 7.1.2.1 of the Standard, or shall consist of two folded sheets, nested.  The fold of the inner sheet shall be reinforced with a 3/4 inch wide reinforcing cloth strip.

 

Cloth used for reinforcing endpapers shall conform to Section 17.1 of the Standard.

 

13.4  ADHESIVES:
Adhesives used for leaf attachment, back lining, case making, casing-in, and construction of portfolios and boxes shall conform to or exceed Sections 19.1 through 19.4 of the Standard.  Alternative adhesives may be used, if Contractor is able to supply proof that they meet or exceed stipulations in Section 19.5 of the Standard.

 

13.5  SPINE LINING MATERIAL:
Spine lining material shall conform to Section 17.2 of the Standard.

 

13.6 BOARD:
Board shall conform to Section 16. of the 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.

 

Grey/white archival board used in making Type I and Type II phase boxes shall be of .058 inch thickness with a minimum pH of 8.5, and a minimum 2% calcium carbonate alkaline buffer.  The outer surface shall be acrylic coated, free of defects, colorfast, and resistant to abrasion.

 

13.7  COVERING MATERIAL:
Covering material for bound volumes, boxes, and portfolios shall conform to Section 18.1 of the Standard, unless a different type of material is requested by the Library for specific items or a special class of items; e.g., economy paperback binding, light-weight monograph volumes.  Choice of color for monographs is left to the Contractor unless the Library has designated a color.

 

When so requested by the Library, light-weight monographs shall be covered with Group C-1 cloth, which shall conform to Section 18.1.1 of the Standard.

 

13.8  INLAYS:
Inlays shall conform to Section 15.3 of the Standard.

 

13.9  LETTERING FOIL:
Lettering/stamping foil shall conform to Section 22 of the Standard and shall be white unless otherwise specified by the Library.

 

13.10  SEWING TAPES:
Sewing tapes shall conform to Section 21 of the Standard.

 

13.11  ENCLOSURES FOR MEDIA:
If commercially-available plastic enclosures for audio or video cassettes, compact discs, and computer diskettes are used by the Contractor, these enclosures shall not be made of polyvinylchloride or other materials subject to outgassing, which could cause deterioration of the enclosed media item or adjacent materials.  Enclosures shall be of the quality and durability necessary to withstand the wear and tear of normal Library use.

 

Contractor is to specify the brand name of any commercial enclosure used and the material of which it is composed.

 

13.12  POLYETHYLENE FOAM:
If foam is used in the construction of platforms in containers (boxes, phase boxes, etc.), it shall be white, non-yellowing, inert, closed cell, cross-linked polyethylene foam, such as Plastazote LD45.

 

14.  STANDARD BINDING OF MONOGRAPHS AND SERIALS
The following are specific to the GLS.  Variations (e.g. trimming, pockets, etc.) needed by Ebling Library, Law Library and other libraries and departments as added, will be incorporated into their “customer profile”  These variations must still be within the Standard and the Terms and Conditions.

 

14.1  DEFINITIONS:
Monographs (Single Part Items)
For the purposes of this contract, a monograph (single part item) is defined as one piece of graphic material, including items made up of unattached leaves, such as an unbound manuscript, theses, xerographic copies, etc., submitted for binding or rebinding as a single unit without reference to another unit, or with no demand placed upon the Contractor to match one unit to the other.  Because some items in this category may be bibliographically classed as serials, or may be part of a set, the Library reserves the right to specify cloth color for some items in this category.

 

Serials (Multiple Part Items)
For the purposes of this contract, a serial (multiple part item) is defined as a series of two or more serially numbered graphic units bound together, for which the cloth color must be selected, and the spine stamped with information so as to match other publications in the same set or series.  The Contractor will be responsible for this uniformity based on information provided by the Library.

 

14.2  EXAMINATION AND COLLATION: 
All volumes
All volumes shall be examined by the Contractor to determine whether binding or rebinding is inadvisable because of damaged leaves and peculiarities of paper or construction.

    

Single Part Items
Single part items shall be collated to ensure completeness and correct sequence of pages.

 

Multiple Part Items
Multiple part items shall be bound as sent, according to Library’s instructions on the binding ticket.

a.     Incomplete or imperfect volumes shall be returned unbound unless the Library has acknowledged the incompleteness in some way.
b.     When the Library requests that an incomplete volume be bound, it shall be bound sew-thru-fold whenever possible and when not, double-fan adhesive bound.
c.     Covers, advertisements and similar material shall be retained in place.

 

Departures from Single Part Items and Multiple Part Items above shall be made only when the Library provides the Contractor with special instructions.

 

Special Preparation
Whenever necessary, the Contractor shall set out (with alkaline paper and Archival Quality Document Repair Tape or Archival Quality Transparent Mending Tissue) all double leaves, maps, and inserts to preserve printed matter which would otherwise be destroyed by trimming and/or sewing along the spine edge.  If the Contractor is unable to comply with this requirement, materials should be returned to the Library unbound.

 

Mending
No repairs shall be made unless requested by the Library on a per item basis.

 

14.3  REMOVING BACKS:
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 reversed before the spine edge is trimmed or milled.

 

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 l/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.

 

All staples must be pulled from side stitched text blocks to provide an inner margin of maximum width.  No text blocks shall have staples removed by trimming or milling.  Staples shall be removed from all saddle stitched issues prior to their being sewn through the fold.

 

For materials in signatures where margins of text blocks are narrow and the text blocks are not suitable for sewing through the fold or double-fan adhesive binding, return item to the Library.

 

14.4  LEAF ATTACHMENT:
The Library shall have the option of allowing the Contractor to select the method of leaf attachment in accordance with the Standard, and following the decision scheme listed below in Recasing, Sewing Through the Fold, Double-Fan Adhesive Binding, and Oversewing.

 

Recasing (first choice)
This method shall be used for text blocks which will be bound as a single unit (i.e., not with other pieces) and which are already sewn through the fold, oversewn, or side sewn using an adequate number of stitches and sturdy thread.  The sewing structure must be intact.  The original hard cover shall be removed and the old spine lining and adhesive lifted from the spine in a manner which does not disturb the original sewing.  If it is determined that the original sewing is not sound, minor repairs shall be made if possible, or volume shall be returned unbound to the Library for reassessment.  Paperback volumes shall be bound with paper covers retained.

 

Sewing Through the Fold (second choice)
This method shall be used at the Library's request for the following materials:  Serials issued in single saddle stitched issues, and monographs which can be bound in no other way without destroying printed matter in the inner margin, and which have special value.  All incomplete volumes of serials composed of saddle-stitched issues shall be sewn through the fold.  Volumes more than two inches thick which are sewn by machine, and all those requiring hand sewing shall be sewn on tapes.  If a volume is being resewn, original sewing holes should be used whenever possible.  Sewing through the fold by hand or machine shall conform to Sections 7.2 through 7.2.1.2 of the Standard.

 

Double Fan Adhesive Binding (third choice)
This method shall be used for monographs and serials which are not suitable for other methods of leaf attachment, are no more than 2 inches thick, and are not printed on glossy, stiff, or other types of paper unsuited to the process.  This method shall be used to bind incomplete serial volumes when sewing through the fold is not possible.  Double-fan adhesive binding shall conform to Sections 7.3 through 7.3.4 of the Standard.

 

Notched Adhesive Binding (as requested)
If the spine is notched after milling, notches shall be no deeper than 1/8 inch, and in no case shall they cut into the text.  Text blocks that have brittle paper shall not be notched.  If the binding edge is notched, all notches shall be completely filled with adhesive.

 

Oversewing (fourth choice)
This method shall be used only for monographs and serials which cannot be adequately bound by one of the above methods, and which are printed on sturdy, flexible paper with a binding margin of at least 5/8 inch after milling.  This method shall not be used for incomplete serial volumes or music scores.  All theses shall be oversewn.  Oversewing shall conform to Sections 7.4 through 7.4.3 of the Standard.

 

14.5  STUBBING:
When items of different heights are to be bound together, the bottom of the resulting text block shall be even, not the top.  Stubbing shall be used whenever practical to make up for size differences.  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 shall be added to volumes to compensate for thick (over 3/16 inch) pockets on rear covers and to correct text blocks which flair out toward the fore edge.

 

14.6  ITEMS UNSUITABLE FOR BINDING:
Items which are unsuitable candidates for any of the above methods of leaf attachment shall be put in portfolios, boxes, or cased pockets only when so instructed by the Library.  If not so instructed, such items shall be returned to the Library unbound.

 

14.7  HANDWORK:
Routine handwork involved in the normal preparation of volumes for binding (e.g., jogging, staple removal, removal of backs, preparation of signatures for sewing through the fold, and sewing on end sheets, etc.) shall be included in the base binding price for the volume.

 

Handwork charges may be assessed only for the following operations and only when these operations have been requested by the Library:  preparing square back issues to be bound into sewn thru the fold volumes, trimming photocopied pages for insertion, repair of torn pages, and setting out pages.  The nature of the handwork, the time spent, and the charges must be recorded on the Library copy of the binding ticket.

 

Volumes requiring non-routine handwork which has not been requested by the Library shall be returned unbound, with an estimate of charges, to the Library for reassessment.  Alternately, the binder may contact the Library for approval.

 

14.8  PORTFOLIOS, BOXES, AND CASED POCKETS:
All containers shall be made of materials which conform to the material specifications in this contract.  A container shall not be more than 1/8 inch larger all around than its contents and must be able to accommodate irregularly shaped materials.  Buckram shall be used as covering material for pockets.  Lettering on all enclosures shall conform to the lettering specifications of this contract.

 

Boxes shall be of the double tray drop spine, i.e. clamshell, type.  Boards shall be of a weight suitable for the size and weight of the contents.  Boxes shall provide firm support for their contents, and shall be constructed so that contents can be easily removed and replaced without being damaged.  Boxes shall be constructed with a lip to facilitate opening the box.  This lip should correspond to the “square” of a bound volume, on the head, tail and fore edge of each half of the box.  Boxes may be lined with alkaline paper, or with cloth; paper is preferred.  Side walls at the head, tail, and fore edge of the boxes may be covered in the same buckram used for the covers and spine, or C cloth may be used for the side walls only.

 

Phase boxes or archival storage boxes shall be constructed of .058 inch thickness grey/white archival board, with full coverage flaps and Velcro hook and loop closures.  Type I storage box shall have a case constructed of F grade buckram over binders board.  The rear cover of this case shall be glued to the back of a phase box constructed of grey/white archival board formed in such a way as to cover top, bottom and fore edges of contents with three flaps which extend to provide full coverage of the contents of the box, except for the spine.  The front cover of the buckram case shall form the fourth and exterior flap of the phase box, covering the spine, and with Velcro closures securing it to the front and topmost inside flap.  If staples are used to attach Velcro closures to the topmost flap, they must not be in contact with the contents of the box.

 

Type II storage box shall be made entirely of grey/white archival board, without a buckram case, and with four full coverage flaps.  The fourth flap would provide coverage of the spine, and have Velcro closures securing it to the front and topmost inside flap, with the same precautions regarding the use of staples to attach the Velcro closures as in Type I storage boxes.

 

Cased Pockets shall be constructed as follows:  a case, formed of one integral piece of F grade buckram, over binders board for spine, and front and back covers.  The pocket shall be made of buckram, and shall be glued securely to the inside of rear cover board, prior to lining the cover.  If pocket contents are more than ½ inch thick, pocket should be reinforced on sides and bottom with binders board.  Pocket shall open at the top.

 

Portfolios shall be constructed as follows:  the front cover, spine and rear cover, fore edge and fore edge flaps shall be one integral piece of buckram, with spine and fore edge constructed of binders board of the same thickness as the board used for the front and back covers.  As a guide, .082 inch board shall be used for items under 9 inches in height, and .100 inch board shall be used for items over 9 inches.  Portfolios for items of unusual size in height, width, and/or thickness shall be constructed of heavier board.  Front flaps shall extend the full width of the volume, and shall be of buckram reinforced with tag board, with the inside lined with cloth.  Top and bottom flaps shall be constructed with the head and tail edges consisting of binders board of the same thickness as the covers, and made of buckram lined with cloth.  Top and bottom flaps shall extend the full length of the volume, and shall be glued to the rear cover prior to lining the rear cover.  There shall be no inside closure, and tie(s) on the cover shall be glued to the outside of the binding board and drawn through a slit in the buckram approximately ¼ inch from the fore edge.  Tie(s) shall be of a high quality dye-fast black cotton twill or nylon tape, 3/8 to ½ inch in width.  When a portfolio is over 12 inches in height, or when the material to be protected is unusually heavy, a second front tie (closure) is required.  When there are two closures, they shall be placed at 1/3 the height of the portfolio from the top edge, and one third of the distance up from the bottom edge.

 

Slipcase is a box with open fore edge with all sides attached.  Slip cases shall be custom fitted to each book, designed for easy insertion and removal of material, and covered in full buckram.  The lining of the slip case shall cover all inner surfaces of the case, and shall be of cloth,  buckram, or acid-free alkaline-buffered paper.  The item in the slipcase shall be fitted with a durable tabbed sling to allow removal of the item without causing abrasion.

 

Platforms may sometimes be necessary in boxes, portfolios, or phase boxes to accommodate very thin items, or items of disparate sizes which are housed in the same container.  Platforms shall be used in containers only when requested by the Library, or when approved by the Library on a case by case basis, upon query by the Contractor.  Platforms shall be constructed of binders board covered with acid-free paper.  Platforms may also be constructed of inert, non-yellowing polyethylene foam, such as Plastazote LD45.  When platforms are supporting thin, flimsy materials, they shall be slightly larger (at least ¼”larger in height and in width) than the item being supported.

 

14.9  APPLICATION OF ENDPAPERS:  When text blocks are to be oversewn, application of endpapers shall conform to Section 7.4.2 of the Standard.

 

When text blocks are to be sewn through the fold, application of endpapers shall conform to Section 7.2.2 of the Standard.

 

When text blocks are to be double-fan adhesive bound, application of the endpapers shall conform to Section 7.3.2 of the Standard.

 

When sewn text blocks with original sewing structure intact are to be recased, application of the endpapers shall conform to Section 7.1.2 of the Standard.

 

Gluing of the endsheet to the first page of the text block should never be done for purely cosmetic reasons, but on the very rare occasion that it is necessary for structural reasons, adhesive shall be applied at the spine edge of that page in a strip at least 1/16" wide, but no more than 1/8 inch wide, and should not cover any text.

 

In no case shall a strip of reinforcing fabric be adhered directly to the spine edge of any page of a text block.

 

14.10  TRIMMING:
There shall be no trimming of any material unless requested by one of the libraries on a case by case basis.

 

Other libraries and departments covered by this contract may elect to have their materials trimmed.  This shall be established in a customer profile at the beginning of the contract, and on a Library by Library basis.

 

If trimming is allowed in the customer profile for a Library or department, in no case shall a volume with a no trim instruction be trimmed.  If trimming is allowed in a customer profile, or requested on a case by case basis, text blocks shall be trimmed only after careful examination by the Contractor to ensure that the volume can be trimmed without text loss.  The heads, fore edges, and tails of text blocks shall be trimmed as slightly as possible, and under no circumstances shall any printed matter be trimmed away.

 

14.11  GLUING PRIOR TO ROUNDING & BACKING:
Spines of all text blocks shall be glued prior to rounding and backing, and procedure shall conform to Section 9 of the Standard, with an added option for alternative adhesives that meet or exceed specifications described in Section 19.5 of the Standard.

 

14.12  ROUNDING & BACKING:
Sewn through the fold volumes must be rounded and backed in accordance with the Standard, Sections 10., 10.1 through 10.1.1.

 

Double fan adhesive and oversewn volumes may be either rounded and backed, or flat backed with wide hinge style.  All rounded and backed volumes must be in accordance with the Standard, Sections 10 through 10.2.

 

Text blocks that will be recased should retain the original method of backing.

 

The flat backed/narrow hinged style is not acceptable for any volumes covered by this contract.

 

14.13  SPINE LINING:
Backs shall be lined to conform to Section 11 of the Standard.

 

14.14  CASE MAKING:
Case making shall conform to Section 12 of the Standard.

 

14.15  LETTERING:
Type Size and Style 
All lettering shall be in 18 point sans serif font leaded to provide three lines to the inch, except for volumes thinner than one inch, which should be lettered in 14 point sans serif font.  All call numbers, however, shall be stamped in 18 point type.

 

Lettering shall be in white, unless otherwise requested in the Library’s profile.  Lettering shall be in upper case letters only, except when lower case lettering is specifically requested by the Library, e.g. in call numbers, names (McCARTHY), formulas, etc.

 

One blank line shall separate each of the following elements, if they are present:
Author (Parent body)
Subordinate body
Title
Subtitle
Section or other division

 

In general, no rules shall be used between elements, although a dash or similar character may be used to separate author/title on monographs.

 

Spine lettering on serials and sets will be established and maintained on the LARS or ABLE Library database, and should follow the pattern established by the Library as closely as possible.  The preferred format for spine lettering is horizontal; if necessary, the Contractor should hyphenate words in a spine title according to standard hyphenation rules to make a horizontal format possible.

 

Volumes that measure 5/8 inch or less in thickness shall be lettered vertically.  Vertical lettering shall start near the top edge of the backstrip.  If possible, midspine (variable) information on serials and sets which are 5/8” or less in thickness should be lettered horizontally on the spine.

 

All call numbers shall be lettered horizontally, and minimal leading shall be used between the lines of the call number.  If the spine of the volume is too narrow to permit the binder to place the call number on it, the binder shall letter the call number on the upper left corner of the front cover.  The order of priority for placements of call numbers on the covers of classified volumes is:  (1) in horizontal lines on the spine and, when volumes are thinner than 5/8 inch, (2) in horizontal lines in the upper left corner of the front cover, as close to the spine as possible.

 

In cases where a Library imprint is required, it shall be located uniformly so that the top of the last line of the imprint is 7/8 inch from the bottom of the volume.  When a volume has both a call number and a Library imprint, the imprint shall be located below the call number, with a blank line between the last line of the call number, and the first line of the imprint.  When the call number must be lettered on the front cover of the volume, the Library imprint should also be moved to the front cover below the call number.

 

14.16  CASING-IN:
The casing-in process shall conform to Section 13 of the Standard.

 

14.17  BINDING SLIPS:
Binding slips shall be returned to the Library intact, attached to the front endsheet of the volume in a non-damaging fashion.  They must be easily removable. 

 

14.18  POCKETS FOR SUPPLEMENTARY MATERIAL:
Pockets shall be made of a suitable cloth and shall be custom-fitted to their contents.  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.  The pocket shall not be so loose that material will fall out of it, nor so tight that material cannot be easily inserted in or removed from it.  The pocket shall be securely glued to backing, and there shall be no loose flaps or overlaps inside pocket.  The pocket shall be flexible, allowing flimsy items to be easily inserted and removed, or reinforced with binders board if necessary, to support thick or heavy items.

 

Pockets may be located on the inside of the back cover, or in the midst of text, as requested by the Library.  Contractor shall not change the location of pocket, nor refold materials to be contained in the pocket.  Stubbing and guarding with linen shall be used as necessary.

 

All pockets shall open from the top, with the exception of pockets for the Law Library and the Music Library, which shall open from the spine side.  Height of pocket shall be proportionate to the height and weight of the material it contains so that this material can be easily grasped for removal and reinsertion.

 

Pockets for Law books shall be mounted on the inside of the back cover, with pocket opening on either the top or the spine side.  These pockets are meant to contain booklets of addenda or revisions to the main volume.  They work in a manner similar to a pad of checks in a checkbook, with a stiff tab which is the part to actually be inserted in the pocket, and a pad or tablet of pages which remains outside the pocket but within the volume, yet not bound into the volume, as they are regularly updated and replaced.  There should be stubbing of a thickness equivalent to the thickness of the addendum to allow the pages to be turned, and the addendum to be read without removing it from the pocket.

 

Contractor shall take special care that contents of pocket do not become glued into pocket during construction, e.g. wrapping contents in waxed paper before pocket construction begins.

 

Paper pockets shall not be used.

 

Pockets or enclosures for media which accompany books may be constructed of cloth, or may be commercially-available plastic enclosures which the Contractor incorporates in the bound volume.  Plastic enclosures shall not contain polyvinyl chloride, shall be of the correct size for the media piece to be enclosed, and stubbing shall be used as necessary.

 

14.19  COVERING MUSIC PARTS WITH PAPER:
When requested by the GLS, music scores with separate parts in a pocket shall have each part covered in heavy acid-free paper.  Parts shall be sewn into paper covers whenever possible, or glued into covers if sewing is not feasible.  Parts in covers must lie flat when opened for playing.

 

14.20  INSPECTION:
All bound volumes shall be carefully and critically inspected by the Contractor for defects in all aspects of construction and lettering, as described in Section 14.0 of the Standard, and shall be wiped clean if necessary before being returned to the Library.


Revision History

(11/6/14): corrected phone numbers and email address for HF Group LLC.
AMENDMENT #1 (12/12/14): issued to add additional items (6i through 6n).
AMENDMENT #2 (9/16/16): issued to update pricing effective October 1, 2016.
Amendment #3 (7/27/17): issued to show price changes for HF Group LLC, effective October 1, 2017.
(9/27/18): updated price changes for HF Group LLC, effective October 1, 2018.
(9/27/19): updated to show price changes for HF Group LLC, effective October 1, 2019 and to extend the contract period to September 30, 2020.
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