A9 Source Sought - HQ0516-FY-24-0004 Media Digitization.pdf

Sources Sought Notice Media Digitization

Sources Sought Tracking Number: HQ0516-FY-24-0004

CONTRACTING OFFICE ADDRESS:

Defense Media Activity 6700 Taylor Avenue

Fort George G. Meade, MD 20755

The Defense Media Activity (DMA) is seeking information from industry to assist with market research identifying small businesses capable of providing support. The intent of this Sources Sought is for Media Digitization to be stored in an automated storage system at the DVIRC facility as well as media received from clients such as the Army Corps of Engineers. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response.

DMA representatives may choose to meet with respondents and others who express interest and hold one-on-one discussions. Such discussions would only be intended to obtain further clarification of potential capability to meet the requirements, including any development and implementation risks.

The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed. Information provided will be used to assess availability of the anticipated requirement and may lead to the development of a solicitation. Respondents are advised that the Government is under no obligation to provide feedback to respondents with respect to any information submitted.

INSTRUCTIONS:

Respondents are encouraged to provide the following:

1. A summary of the respondent’s capabilities relating to DMA’s requirements.

2. Questions related to the SOURCES SOUGHT’s Required Capabilities. Any questions received and subsequent answers will be posted to https://sam.gov/ for the benefit of all interested parties.

Purpose This SOURCES SOUGHT outlines the government’s requirement to provide digitization for a high volume of physical analog media for motion, still and magazine formats to archival standards for transfer to the National Archives and records Administration (NARA) under Title 44 USC requirements.

Scope:

https://sam.gov/

The Contractor shall provide incrementally scalable physical VI media digitization and other support requirements as deemed necessary by and for any Federal agency.

Digitizing physical visual information media is required. This media includes various film, film, and sound, multiple of videotape formats, print, slide positive and film negatives and aerial negative. This typically involves large banks of media players of various formats, large motion film scanning equipment, all of which involve obtaining and maintaining obsolete equipment and the continual maintenance of the same. Additionally, mass transcoding of media, metadata entry and archival research will also be required. Scanning and basic records management will not be sufficient.

The media consists of both still, motion and audio media in varying formats. Most of the media is at least 25 years old and, in some cases, exceeds 50 years in obsolete formats.

Formats of the physical media include: MiniDV/DV CAM , HDV, Beta Cam, DVCPro, XDCAM, U-Matic, Hi8mm, 1 Inch, VHS, CD/DVD, Film 8mm,16mm, and 35mm, 70mm with either magnetic or optical audio or none. Still imagery: prints up to 8x10, magazines and graphics up to legal size; still positives and negatives up to 8x10; slides, and still slide sets with and without audio, aerial negative rolls, glass plate negatives and lantern slides. Audio: reel to reel, ¼”, ½”, 16mm Mag tape, 1/8” audio cassette. Digitization outputs include but not limited to: MPEG4, MOV with 264 codec, JPEG 2000, JPEG, PDF. Delivery of digitized media by hard drive or upload to Government designated FEDRAMP cloud storage.

Media preparation and preservation: Preservation treatment for videocassette sticking and particle contamination. Film cleaning, splicing, adding leader, respooling and rewinding. Video cassette cleaning, rewinding, and rehousing. Cleaning and flattening of negatives, positives and photo prints

Archival and curation support: Media identification and barcoding (assign record number and barcode) Captioning and keywording for digitized media assets (where caption information is provided with metadata)

Other pertinent information: The types of media and the volume may vary from month to month Average runtime for motion media is 20 minutes. Best industry standards or minimum film digitization to 4k with audio synchronization with optical and magnetic type audio. Quality Control required with image, color, and audio correction. Physical security and accountability plan required for Government media records. The Government uses controlled vocabulary within a thesaurus structure, and other metadata standards. Includes automated insertion of International Press telecommunications Council (IPTC) header data embedded in digital still and motion file formats as well as import/ingestion from spreadsheets or other datasets (e.g. CSV).

Government facilities or equipment will not be provided.

The media is unclassified.

REQUESTED INFORMATION:

a. Company’s Name, mailing address, phone number, company’s website, and e-mail of designated point(s) of contact.

b. Business Type: Based upon North American Industry Classification System (NAICS) code 512191 Teleproduction and other Postproduction services. Identify the type of small business entity (small business, small disadvantaged, woman-owned, 8(a), HUBZone, service-disabled veteran-owned, etc.).

c. Cage Code

d. Contractor’s past performance in meeting stated objectives/requirements, statement of qualifications to include information that clearly demonstrates the respondent’s capabilities, expertise, and experience to perform the specific requirements contained in this SOURCES

SOUGHT.

e. Contract vehicles that would be available to the Government for the procurement of the product and service, to include General Service Administration (GSA), GSA MOBIS,Federal Supply Schedules (FSS), or any other Government Agency contract vehicle. (This information is for market research only and does not preclude your company from responding to this notice.)

RESPONSE GUIDELINES:

Vendors who wish to respond to this should send responses via email NLT 17 July 2024 12:00 PM Eastern Daylight Time (EDT) to Contracting Specialist courtney.r.russell@mail.mil . Contracting Officer nicole.r.dorsey.civ@mail.mil and Interested parties are requested to respond to this SOURCES SOUGHT with a white paper. Submissions cannot exceed 10 pages, single-spaced, 12-point type with at least one-inch margins on 8 1/2” X 11” page size, not including any manufacturer cut sheets or system block diagrams. Responses must specifically describe the contractor’s capability to meet the requirements outlined in this SOURCES SOUGHT.

QUESTIONS:

Questions regarding this announcement shall be submitted by e-mail to courtney.r.russell.civ@mail.mil and nicole.r.dorsey.civ@mail.mil Verbal questions will NOT be accepted. The Government does not guarantee that questions received after 15 July 2024 12:00 PM Eastern Daylight Time (EDT), will be answered. The Government will not reimburse companies for any costs associated with the submissions of their responses.

DISCLAIMER:

This SOURCES SOUGHT is not a Request for Proposal (RFP) and is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals nor will any award be made as a result of this synopsis.

mailto:courtney.r.russell@mail.mil mailto:nicole.r.dorsey.civ@mail.mil mailto:courtney.r.russell.civ@mail.mil mailto:nicole.r.dorsey.civ@mail.mil

All information contained in the SOURCES SOUGHT is preliminary, as well as, subject to modification and is in no way binding on the Government. FAR clause 52.215-3, “Request for Information or Solicitation for Planning Purposes”, is incorporated by reference in this SOURCES SOUGHT. The Government does not intend to pay for information received in response to this SOURCES SOUGHT. Responders to this invitation are solely responsible for all expenses associated with responding to this SOURCES SOUGHT. This SOURCES SOUGHT will be the basis for collecting information on capabilities available. This SOURCES SOUGHT is issued solely for information and planning purposes. Proprietary information and trade secrets, if any, must be clearly marked on all materials. All information received in this SOURCES SOUGHT that is marked “Proprietary” will be handled accordingly. Please be advised that all submissions become Government property and will not be returned nor will receipt be confirmed.

In accordance with FAR 15.201(e), responses to this SOURCES SOUGHT are not offers and cannot be accepted by the Government to form a binding contract.

PARTICIPATION IN THIS SOURCES SOUGHT IS STRICTLY VOLUNTARY AND

FOR PLANNING PURPOSES ONLY AND IS NOT TO BE CONSTRUED AS A

COMMITMENT BY THE GOVERNMENT TO PROCURE ANY ITEMS/SERVICES OR

FOR THE GOVERNMENT TO PAY FOR THE INFORMATION RECEIVED. THE

GOVERNMENT WILL NOT BE RESPONSIBLE FOR ANY ASSOCIATED COSTS AS A

RESULT OF PROSPECTIVE OFFERORS INTEREST, RESPONSE OR

PARTICIPATION IN THIS SOURCES SOUGHT. ANY FORMAL SOLICITATION

WILL BE ANNOUNCED AT A LATER DATE. THE GOVERNMENT RESERVES THE

RIGHT TO CANCEL THIS REQUIREMENT AT ANY TIME DURING THE

ACQUISITION PROCESS.

ANY SOLICITATION RESULTING FROM THE ANALYSIS OF INFORMATION

OBTAINED WILL BE POSTED TO THE PUBLIC IN FEDERAL BUSINESS

OPPORTUNITIES IN ACCORDANCE WITH THE FAR PART 5. HOWEVER,

RESPONSES TO THIS NOTICE WILL NOT BE CONSIDERED RESPONSES TO A

SOLICITATION.