20230427 RFQ CLIR RaR ~1.docx

R E Q U E S T F O R Q U O T E

Quotes are due before the “Bid Opening/Ending Date” specified in BidBuy

Project Title Audio Reel Digitization – RaR grant

Scope/Specifications

The ALPLM seeks a vendor to digitize 169 open reel audio recordings from its Oral History collection, detailed in the attached inventory listing.

· Shipping - Materials will be shipped to the vendor and will then be shipped back to the ALPLM once digitized. The ALPLM will pack the materials for shipment but shipping will be paid for by the vendor for each way.

· File format/deliverables - Audio files must be BWF (Broadcast Wave Format) files. The vendor will save the digital files on a hard drive, that is provided by the vendor, and will also upload each file to the ALPLM’s cloud storage. The ALPLM will provide the vendor with a guest login and instructions on the upload process. The vendor will ship the hard drive to the ALPLM when returning the reels.

· Descriptive Metadata

· Interview title

· Interview date (if available on provided inventory)

· Technical metadata must be embedded in the header of each BWF file

· Sample rate: 48 KHz

· Bit depth: 24 bit

· Duration

· File size

· Coding history

· Any other technical metadata that is captured

· File Naming – ID Number supplied on inventory (reformat as needed)

This procurement is dependent upon receiving grant funds. The ALPLM will be notified in August 2023 if they are a grant recipient, with grant funds being awarded Sept 1, 2023. All work must be completed by June 30, 2024.

Vendor Criteria

Vendor must have experience working with open reel audio tapes of both acetate and polyester base. Vendor will comply with applicable FADGI (Federal Agencies Digital Guidelines Initiative) standards for digitization, as well as IASA (International Association of Sound and Audiovisual Archives) guidelines. Quality control mechanisms must be in place to ensure there are no errors such as lost signal, improper calibration and alignment, missing audio channels, improper speeds, etc.

Vendor Quote

Enter pricing and any relevant attachments in BidBuy in the format specified.

Notes to Vendor: All Quoted prices must be valid for 90 days from date of submission. All prices must include shipping and handling charges, if applicable. ALPLM reserves the right to reject all offers; to reject individual offers for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; and to waive minor defects.

By submitting a quote, Vendor agrees to the State’s Standard Terms and Conditions. If the quote total exceeds $50,000, Vendor shall agree to Standard Certifications, which are attached.

Vendor may attach separate page(s) describing its proposal for goods or services included in its quote. ALPLM intends to award to the lowest priced vendor that meets minimum requirements and specifications.

Vendor will invoice upon completion of all its responsibilities, unless otherwise indicated. Any late payment charges will be in accordance with the State Prompt Payment Act (30 ILCS 540). Any other late payment terms on vendor’s invoice or other documentation will have no effect.

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