A04_SOW_(Attachment_1).docx

Statement of Work

Conserve Analog Audio and Video Recordings through Digitization National Park Service: Brown v. Board of Education National Historical Park, Topeka, Kansas

I. PURPOSE

Brown v. Board of Education National Historical Park (BRVB) intends to contract for digitization of various forms of analog recorded media, including hundreds of audio tapes, video tapes, and film. These materials are currently stored at BRVB in Topeka, Kansas, as part of the site’s collections. Primarily, the recorded media dates from the last thirty years and was produced by various entities conducting oral history interviews for the National Park Service (NPS). Secondarily, the museum collections contain recordings made for other purposes, such as public meetings, interpretive programs, and the opening of the site in 2004. The Contractor chosen to complete this work, by producing high-quality digital files, will assure the preservation of the data on the analog recordings and allow access to the data through access-quality digital files.

II. DESCRIPTION OF THE ANALOG MEDIA

BRVB has identified in its holdings analog audio and video recordings on various forms of media carriers, as follows:

· Audio Cassette Tapes: 320

· Microcassette Audio (MC 60): 15

· Hi8 Video Cassette Tapes: 80

III. SCOPE OF WORK

The Contractor shall perform all work at the Contractor’s work site. The Contractor shall provide all labor, materials, and equipment required for the digitization process at the Contractor’s facility.

A. Contractor is responsible for transporting to and from their place of business the materials being conserved. Contractor will include the cost of shipping (both to and from the park in Topeka, Kansas) in their quote. Contractor may choose an art shipment company or overnight express service with tracking (such as FedEx). Park staff will package the materials for shipment in consultation with the Contractor. The location of the park is:

Brown v. Board of Education NHP 1515 SE Monroe St.

Topeka, KS 66612

Upon completion of the work, the Contractor will return the originals and deliverables, adhering to specifications detailed below.

B. The Contractor will be required to sign a receipt for property upon receipt of the media.

a. Special Handling and Transportation Procedures: The media are part of National Park Service museum collections and must be handled in an archivally correct manner. The Contractor shall handle and transport all media and boxes in such a way as to prevent damage to the material during handling and transit and unpacking at the Contractor’s facility. Care must be taken not to damage the archival housing materials as well. The Contractor shall take measures to assure that the National Park Service’s collection is not damaged at any time when in the Contractor’s custody. Any damage that does occur must be reported to the COR within 24 hours. The media need to be safeguarded against theft, vandalism, unauthorized use, and alterations of any kind. The Contractor’s facility must have a monitored security system that automatically dispatches appropriate security response. They must be housed and used in a secure facility with appropriate environmental conditions (temperature below 72 degrees F and relative humidity between 40-50%). The Contractor’s facility must have a monitored fire detection system that automatically dispatches the fire department to the facility regardless of day or time. If the laboratory handles cellulose nitrate film, the film must be handled and stored in accordance with National Fire Protection Association (NFPA) Standard 40 or in accordance with the local fire protection authority.

C. Given that these media are maintained as part of federal records/collections, the work must conform to the standards set by the National Archives and Records Administration (NARA). In addition, all work must be in compliance with the standards, specifications, and guidelines of the American National Standards Institute (ANSI), the Association for Information and Image Management (AIIM), the International Standards Organization (ISO), and the Federal Agency Digital Guidelines Initiative (FADGI). If a conflict with specific standards included in the scope of work is identified, the Contractor shall bring it to the COR’s attention for resolution, prior to beginning the affected work.

As a baseline, the following audio and video standards should be achieved:

VIDEO:

Preservation Master File:

10-bit uncompressed, 4:2:2, 720x486, V210 codec in AVI or MOV wrapper Access:

5.0Mbps, H.264 codec in MP4 wrapper

AUDIO:

Preservation Master File:

96kHz/24bit broadcast wave files Access:

256kbps MP3

D. If a question arises regarding a particular item, the contractor shall communicate such questions to the COR before beginning the work.

IV. COPYRIGHT AND OWNERSHIP

The government retains any copyright it holds and other use rights to this material. The copyright is not necessarily owned by the government for materials represented in this body of work. Where permissible, it shall be the sole owner of all of the media, and any copies thereof, produced by the Contractor from the media. No part of the original media, preservation masters, or digital access copies produced under this contract may be sold or given away by the Contractor.

V. PRODUCTS & DELIVERABLES SCHEDULE

The contractor shall provide the following products and deliverables on this contract:

Provide transportation of the media to the Contractor’s facility Within 60 days of award of contract

VI. SCHEDULES AND PAYMENTS

Once the Contractor has submitted a deliverable to the Contracting Officer’s Representative (COR), the COR will have 21 calendar days to review the deliverable. Following the 21-day review period, the COR may return the deliverable to the Contractor for re-work or may accept the deliverable as completed. If the deliverable is returned to the Contractor for re-work, the Contractor shall be responsible for the cost and logistics associated with return transportation of the original films. If re-work is required, it shall be completed within 21 business days, and shall be at no additional cost.

Schedule of Partial Payments

The Contractor will be paid for work upon completion and acceptance, and receipt of a proper invoice. Partial payments are authorized.

VII. INSPECTION AND ACCEPTANCE

The contracting officer’s representative (COR) is empowered to inspect and evaluate all work of this contract for compliance with terms of this statement of work. A staff member at the Brown v. Board of Education NHP (BRVB) will serve as the Contracting Officer's Representative (COR) for this project. The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in the requirements; (2) interpreting the scope of work; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting the Contracting Officer in the resolution of technical problems encountered during performance of the work.