Draft_Statement_of_Work.docx

LOC Film Preservation Services Draft Statement of Work, RFI # 030ADV18R0185 March 9, 2018

C.1. OVERVIEW / BACKGROUND. Ensuring preservation of and access to collection materials is part of the mission of the Library of Congress (Library). The Moving Image Section of the Motion Picture, Broadcasting and Recorded Sound Division (MBRS) fulfills this through photochemical and digital preservation of motion picture film, videotape and digital collection items. Black-and-white photochemical preservation of motion picture film, as well as many magnetic media and digital preservation services, are accomplished in house by the Moving Image (Film and Video) Preservation Laboratories at the Packard Campus in Culpeper, VA. Color photochemical preservation, and some specialized digital preservation and access services, cannot be done in house and must be acquired from outside laboratories.

C.2. SCOPE. The contractor(s) shall fulfill the array of preservation and access project requirements of MBRS. A range of motion picture preservation and transfer services will fall under the scope of this IDIQ. Services being sought include, but are not limited to, the following:

· Motion picture color film preservation services, including the creation of photochemical and/or digital intermediates, masters, answer prints and show prints;

· Motion picture film soundtrack transfer and re-recording;

· Motion picture film processing;

· Scanning of 70mm,Vistavision and IMAX formats (up to 6K or highest resolution available);

· Color correction of color-faded film materials, including from supplied digital files;

· Inspection, repair, rejuvenation of damaged or shrunken motion picture materials.

The full list of services and supplies required under this contract can be found in Attachment A, Pricing List for Section B. Film materials from the Library’s collections may antique or old original works on acetate, polyester, or nitrate-based film stock. Contractor(s) must be fully capable of proper handling of all of these fragile materials.

C.3. REQUIREMENTS

C.3.1 Contractor(s) shall create new preservation elements (film or digital) from motion picture sources provided and new release/show prints as ordered.

C.3.2 The vendor shall ensure film printing and processing equipment is in working order and regularly inspected.

C.3.3 Contractor(s) may be required to perform preservation projects involving nitrate film stock and thus must be capable of proper handling and storage of nitrate-based motion picture film.

C.3.4 Vendors will handle the supplied archival materials with extreme care and must return all original materials to the Library once the new preservation elements have been accepted by the Library. No temporary storage charges are permitted.

C.4. CONTRACT PERFORMANCE

C.4.1. SCHEDULE OF EVENTS/DELIVERABLES

· Deliverables and due dates shall be identified in each Order. The Library expects status updates every two weeks on all active orders.

· Deliveries shall contain the following information:

· Name of contractor

· IDIQ contract number

· Order number and date of issuance

· Invoice number

· Date of Shipment

· Itemized list of contents

· COR name at Library

C.4.2. QUALITY CONTROL

C.4.2.1 The Contractor is responsible for the day-to-day inspection and monitoring of work performed to ensure compliance with the requirements. All work performed under this IDIQ shall be in keeping with the best practices of the industry. Services rendered under this IDIQ shall be of the highest quality to ensure timely delivery of supplies/provision of services, and optimum satisfaction of the COR and protection of the Government's assets.

C.4.2.2 Newly created elements will be inspected by Library Quality Control professionals upon arrival at Packard Campus. Image items should exhibit excellent color timing; image clarity, quality and density; and be in sharp focus. Newly created soundtracks must be of high quality and clear. New preservation elements should be free from physical scratches or defects. Final approval authority lies solely with the COR or Contracting Officer.

C.5. ADDITIONAL INFORMATION

C.5.1. ORDERS

Orders shall be prepared and competed in accordance with the terms of this IDIQ (see the Fair Opportunity Clause in Section H).

C.5.2. Government Furnished Property.

The Library of Congress will provide the archival materials (analog or digital) for preservation work, as well as any copies of archival reference works available to aid in these efforts, as required by the project and determined by the COR. These archival materials will be shipped to the vendor via Federal Express at the Library’s expense. Archival materials will be inspected for detailed condition assessment before leaving the Library, and upon their return, to ensure they were not damaged or mishandled by the Contractor. These are part of the Library’s collection and must be returned in good physical condition after use; archival items should retain all originally supplied footage and be free from any added damage.

C.6. OTHER

C.6.1. KEY PERSONNEL. Laboratory staff must have extensive experience with the format(s)/process(es) on which the vendor is bidding. Staff must handle original materials with extreme care, in order minimize the risk of damage to the supplied archival materials.

The contractor shall provide a program manager (laboratory project leader) who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The program manager/alternate shall have full authority to act for the contractor on all matters relating to daily operation of this contract. The program manager/alternate shall be available Monday through Friday except Federal holidays.

C.6.2. SHIPPING. Newly created materials must be shipped to the Library of Congress’ Packard Campus using its Federal Express account. Vendors will notify the COR 48 hours prior to shipment and provide an estimate of the weight of the new materials.

Vendors will be considered responsible for Library’s collection materials once received at their facility until return shipment and delivery acceptance at the Packard Campus. Vendors must return archival original items using the Library of Congress Federal Express account. Vendors will notify the COR 48 hours prior to shipment of archival materials.

C.6.3 SUBCONTRACTS. Vendors must identify any proposed subcontractors, who must follow and meet these same technical expertise, care, handling, and shipping requirements. The Library retains the right to approve or disapprove of the use of proposed subcontractors. However, the ultimate responsibility for the work remains with the contracted vendor, not with any subcontractors.

C.6.4 TITLE, RISK AND INSURANCE

C.6.4.1 Liability for Library Property Use of all Library property and signature on an Order means that the Contractor acknowledges and agrees: (a) to return all Library items and property provided to the Contractor in the same or similar condition, except that the Library acknowledges minor loss, damage, or deterioration may occur to the original material during the course of certain preservation work; (b) if the Contractor damages or loses Library materials under this contract due to negligence, the Library will assess the value of the damaged goods and will coordinate with the Contractor for repair, replacement, or compensation; (c) to use the loaned property for Library purposes and not loan such property to any other person, aside from subcontracting work necessary under the terms of this IDIQ.

Risk of loss or damage shall remain with the Contractor during the entire period of the Contractor’s custody of the materials. For all work under this IDIQ and Orders, the Contractor is liable for up to and not to exceed either the value of the collection material or $1 million aggregate, whichever is less. The Library will provide the contractor with the applicable value of the materials prior to award of an Order.

If additional insurance or special risk coverage is required for a specific project, the Library will provide an estimate of the value of the proposed items. If the Contractor damages or loses Library materials under this contract, the Library will assess the value of the damaged goods and will coordinate with the Contractor for repair, replacement, or compensation. After replacement or repair has been completed, the Library will decide whether to allow the material(s) to remain in the Contractor’s possession.

The Contractor shall, at its own expense, provide and maintain during the entire performance of a task order, the necessary insurance required to cover such liability. Before commencing work under this IDIQ, the Contractor shall notify the CO in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government’s interest shall not be effective (1) for such period as prescribed by the laws of the State in which task orders are to be performed or (2) until thirty days after the insurer or the Contractor gives written notice to the CO, whichever period is longer.

C.6.4.2 Special Circumstances – Loss and Damage The following apply while materials are being transported and are otherwise in Contractor custody.

C.6.4.2.1 Loss of Materials in Whole or in Part

· Items That Are Unique The Library may charge the Contractor full replacement value, up to the limits specified in 6.3.1, by determining the value of the item and then agreeing that the Contractor purchase for the Library’s collections a like-kind item equivalent in value and importance. The Contractor must identify for the Library the item(s) proposed for purchase including its cost and provenance. The Library must then approve the purchase and subsequent actions.

· Items for Which Another Copy Can be Purchased

· The Contractor shall identify copies that can be acquired and provide such information about the item(s) to the Library. The Library must approve the purchase, but the Contractor will acquire the material and reimburse the Library in-kind.

· Items That Can Be Replaced Through Reproduction If the copy furnished to the Contractor is lost or destroyed, and if another copy is held by the Library or when a copy can be borrowed from another institution, that copy will be used to produce a replacement. The Contractor shall pay for the cost of creating a new copy to Library specifications.

· Damage to Materials in Whole or in Part

· When damage to materials occurs during the course of the Contractor’s work or at any time when materials are held by the Contractor, the Contractor shall be liable for the damage and the cost of repair or replacement. When damage occurs to materials, the Library will determine whether repair shall be executed by Library staff or by the Contractor through a Library-approved conservation contractor. If the Library elects to execute the repair itself, then the Contractor will be responsible for the costs of repair. If the Library elects to have the Contractor repair the materials, the Library must approve the individual and/or company that will perform the repairs and the remediation plan prior to any work being done. After the Library reviews the information and approves the individual and/or company, the Contractor shall be responsible for engaging the individual and/or company and shall be responsible directly to the subcontractor for all costs associated with such repairs.

C.6.5 HANDLING – SPECIAL ISSUES

If a project involves cellulose nitrate, then special handling is required, because cellulose nitrate is defined as a Class 4.1 Flammable Solid, a hazardous material. The Contractor shall handle cellulose nitrate materials in accordance with all prevailing federal, state, and local laws and regulations that govern the handling, packaging, and transporting of hazardous materials referred to by the hazardous materials table (172.101) within the Code of Federal Regulations (CFR) at title 48 as “Film, nitrocellulose base, gelatin coated (except scrap),” Hazard Class 4.1 – flammable solid, identification number UN1324.