Digital Preservation and Access (DiPA) Award
Request for Proposals

The purpose of the Digital Preservation and Access (DiPA) Award is to increase accessibility to historically significant and unique items in the South Central Region by providing funding for Network members to digitize portions of their collections. Collections considered for digital preservation under this award should increase accessibility of health/medical collections. These digital collections will then be made freely available online. NLM encourages these projects to be placed online and freely accessible via Internet Archive and the Medical Heritage Library

In additional to digitization of materials, projects may include such activities as cataloging, indexing, implementing rich text media for archival use, and the creation of metadata.

Applicants should be familiar with NLM Guidelines for Digitization


Full Network members in the NN/LM SCR (Arkansas, Louisiana, New Mexico, Oklahoma and Texas) are eligible to apply. Network membership is free and open to institutions interested in providing health information. To apply for membership, see:  Network Membership.


One (1) project up to $20,000 will be available.

Period of Performance

May 1, 2015 – April 30, 2016

Proposal Instructions and Submission Deadlines

A Letter of Intent must be provided no later than March 15, 2015.

The Letter of Intent can be submitted electronically, by mail, or by fax. Your expression of intent is not binding, but will greatly assist in planning for proposal evaluation.

Proposal instructions (and the complete RFP) are available at: 

Proposals must be received by April 15, 2014, 4:00 pm CT.

For a list of past awards, see NN/LM SCR funded projects at: NN/LM South Central Region Previously Funded Projects.

Budget Guidelines

Indirect costs (IDC) up to 25% are allowed for this award; this award will not fund food or furniture costs.

All awards issued under the NLM Contract with the Houston Academy of Medicine, Texas Medical Center Library are subject to the Government's availability of appropriated funds in compliance of Federal Acquisition Regulation (FAR) 52.232-18, Availability of Funds. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

Evaluation Criteria

Proposals will be scored against the following criteria:

Criteria: Maximum 100 Points:

Criterion 1
Significance: 25 Points

  • Collection is unique;
  • Collection subject content includes topics relevant to the preservation of the history of the health sciences;
  • Materials are appropriate for an online digital collection;
  • Demonstration of demand/popularity of material in the collection by library users;
  • Demonstration that digitization of materials will impact broad research community;
  • Appraisal documentation or criteria;
  • Evidence of provenance.

Criterion 2
Project Design: 40 Points

  • Inclusion of a well-defined plan for digitization of materials;
  • Inclusion of appropriate project workflows and timelines;
  • Description of how materials will be made available;
  • Detailed technology plan describing the rationale for selection of this technology;
  • Evidence of Principal Investigator(s) ability to manage digitization projects;
  • Plan to publicize digitized collection;
  • Description of strategy for adherence to Section 508 Compliance standards;
  • Description of plan to evaluate the successfulness of the project;
  • Intent to continue making collection freely available after completion of the project.

Criterion 3
Budget: 25 Points

  • Identification of all costs related to project;
  • Accuracy of all costs related to project;
  • Justification of how all budgeted items will contribute to the project.

Criterion 4

Project Support: 10 Points

  • Evidence of institutional facilities and resources adequate to support the proposed program;
  • Letters of commitment from bidder's institutional administration and Information technology department.

Special consideration will be given to applicants who have not been funded by the NN/LM SCR for a project over $15,000.

The Use of Appropriated Funds for Educational (Promotional) Items

The U.S. Department of Health and Human Services has developed a new policy that promotes the Administration’s commitment to act in a fiscally responsible manner by minimizing our administrative costs to perform our mission-critical functions in the most efficient, cost-effective way. It is the Department’s policy that appropriated funds not be used to pay for promotional items. Promotional items include, but are not limited to: clothing and commemorative items such as pens, mugs/cups, folders/folios, lanyards, and conference bags that are sometimes provided to visitors, employees, grantees, or conference attendees. Typically, items or tokens to be given to individuals are considered personal gifts for which appropriated funds may not be expended.

More information is located at:

Reporting Requirements

Quarterly reports are required and will be entered and submitted to the Outreach Application and Online Contract Reports System at: Users of the System must first create an account before reports can be submitted. Contact the NN/LM SCR for additional information on the Online Contract Reports System.

Publication and Publicity

The awardee shall acknowledge the support of the National Library of Medicine whenever publicizing the work under this contract in any media by including an acknowledgment substantially as follows:

This project has been funded in whole or in part with Federal funds from the Department of Health and Human Services, National Institutes of Health, National Library of Medicine, under Contract No. HHSN-276-2011-00007-C with the Houston Academy of Medicine-Texas Medical Center Library.

NIH Policy on Enhancing Public Access to Archived Publications Resulting from NIH-Funded Research

As of April 7, 2008, final peer-reviewed manuscripts arising from NIH funds must be submitted to PubMed Central upon acceptance for publication.

The NIH Public Access Policy ensures that the public has access to the published results of NIH funded research. It requires scientists to submit final peer-reviewed journal manuscripts that arise from NIH funds to the digital archive  PubMed Central (upon acceptance for publication. To help advance science and improve human health, the Policy requires that these papers are accessible to the public on PubMed Central no later than 12 months after publication.

Authors that publish NIH-supported, peer-reviewed articles in full PMC-participating journals (such as the Journal of the Medical Library Association) have fulfilled their obligations to NIH Public Access and have nothing else to do.

If an NIH-supported peer-review article is published in a non-PMC journal, the final manuscript must be submitted to PMC via the NIH Manuscript Submission System (NIHMS). If the author was supported by an NIH contract, and the contract details are not available for selection in the NIHMS, the author should contact the NIHMS Help Desk to have this information added to the system. This lets the NIHMS Help Desk correlate requests with specific manuscript numbers and specific users, and helps us resolve the issue faster.

The NIHMS Help Desk will need the following information:

  • Contract number: HHSN-276-2011-00007-C
  • Contract title/name: National Network of Libraries of Medicine
  • Awarding NIH institution: National Library of Medicine

508 Compliance

The Department of Health and Human Services synopsis of Section 508 accessibility requirements, requires that all Federal agencies are obligated to make all electronic and information technology (EIT) that they develop, maintain or use compliant with Section 508. EIT purchases made on or after June 25, 2001, are subject to Section 508.

Federal regulations and guidelines (e.g., Section 501 and Section 504 of the Rehabilitation Act) require equal access for individuals with disabilities. Therefore, Federal agencies are required, upon request, to provide information and data to individuals with disabilities through an alternative means of access that can be used by the individuals.

The National Library of Medicine is a part of the National Institutes of Health, U.S. Department of Health and Human Services. Recipients of National Library of Medicine funding through the NN/LM must also meet these requirements.

More information on 508 Compliance is located at

Need help?

Jon Goodell, Associate Director
National Network of Libraries of Medicine,
South Central Region (NN/LM SCR)
Houston Academy of Medicine-Texas Medical Center (HAM-TMC) Library
1133 John Freeman Blvd.
Houston, TX 77030-2809
Phone: 713-799-7803
Fax: 713-790-7030