Atch_1_SOW.pdf

140P5423Q0018 Attachment 1

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STATEMENT OF WORK

Create Polyester Copy Negatives and Digitize Acetate Negatives from Everglades Maintenance Collection

The South Florida Collections Management Center (SFCMC) in Everglades National Park intends to contract for duplication and digitization of three (3) 5x7 and one thousand (1000) 4x5 inch and smaller acetate negatives in the collection of Everglades National Park. The SFCMC needs to preserve the content of these acetate negatives in its holdings by creating polyester copy negatives and digitizing the negatives. The digital files will serve as access copies of the negatives. The duplicate copy negatives are viewable by the human eye without assistance of any technology, while the digital files can facilitate ease of access to the images. The master digital output will be delivered on an external hard drive. Upon completion of this work, the original negatives will be stored in a reduced temperature environment to ensure their long-term stability. The digitized images will provide the opportunity for increased researcher access at the SFCMC while limiting handing of the original negatives. Digitization requirements will be outlined in section

DESCRIPTION OF THE NEGATIVES

The SFCMC has identified 1003 acetate negatives in its holdings which require preservation reformatting. Most are black-and-white but two (2) are color. The negatives have been housed in archival negative envelopes and housed in archival boxes. The negatives are managed as part of the archival collections for Everglades National Park and will be hereafter referred to as “the Negatives”.

The Negatives to be provided to the Contractor’s laboratory were produced or acquired by the National Park Service and are permanently valuable historical materials. A small number of negatives present silver mirroring, and three negatives have labels adhered to the surface.

Most images are in the public domain, however some may be copyrighted or subject to other restrictions. In any case, the Contractor shall only make copies of each furnished item as specified in this document. No other copying is authorized without the written authorization of the Contracting Officer’s Representative (COR). The care and preservation of these Negatives is of utmost concern. Presented below is a description of the material to be preserved and digitized under this contract.

CONFIDENTIALITY

The information developed under this Contract is the property of the U. S. government and shall be kept in strict confidence. Proprietary or copyrighted material may not be included in the treatment proposal unless approved by the Contracting Officer.

All information and documentation gathered or produced by the Contractor during the course of this work shall be held in strictest confidence and shall be fully protected from access by unauthorized persons. Any documentation furnished by the site and retained by the Contractor during the course of the project work or thereafter shall be secured in a locked filing cabinet or safe, at a minimum.

Notes, images, data, and other information provided to or produced by the Contractor shall be secured in a locked filing cabinet or safe, at minimum. Electronic files, including digital images, shall be secured in an equivalent manner, such as by retaining files only on an external hard drive or CD/DVD that is kept in a safe, and by the use of passwords or encryption.

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A list of items to be digitized under this work is available upon request, but as previously stated, the Government intends to archivally duplicate and digitize 1003 acetate negatives during the course of this work.

The Contractor shall perform all work at the Contractor’s work site. Contractor shall provide all labor, supervision, material, tools, equipment, supplies, transportation, shipping and incidentals necessary for the duplication and digitization process at the Contractor’s facility. The Contractor may not subcontract the work.

Tasks A. The original negatives will be picked up and delivered by a representative of the Contractor, if the successful contractor is located within a 150 mile radius of the SFCMC storage facility inside Everglades National Park (located at 40001 S.R. 9336, Homestead, FL, 33034).

If awardee is beyond a 150 mile radius of the SFCMC storage facility, then originals and deliverables will be shipped by overnight (next day) shipping service with shipment tracking. Contractor will include the cost of shipping (both to and from the SFCMC storage facility inside Everglades National Park) in their quote.

The Negatives must be transported in a secure, closed air-conditioned truck or other vehicle. Trunks of private cars are not acceptable. While enroute the ambient temperature in the portion of the vehicle where the Negatives are carried must be maintained between 65 and 70 degrees Fahrenheit. A contractor may choose to meet this requirement by providing storage containers that will maintain this range for 24 hours. Transport needs to be completed in the shortest amount of time possible. The Negatives will not be loaded or unloaded in inclement weather. Proposed packing and shipping methods must be submitted in writing and approved in advance by the COR. The cartons used to package the Negatives shall be sealed and shall be of such construction as to protect their contents from dirt, water, exposure to light, crushing, or other physical damage. Scheduling pick up or shipping must be coordinated with the SFCMC archivist and will be subject to available archives staff and mutually agreed upon timing.

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

B. The Contractor shall be required to sign a receipt for property upon pickup of the Negatives, and sign and return to the SFCMC standard NPS loan agreement documentation within 7 days of pickup of the Negatives.

C. Special Handling and Transportation Procedures

The Negatives are part of the National Park Service’s museum collection and must be handled in an archivally correct manner. The Contractor shall handle and transport all Negatives 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.

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As noted above, special handling techniques are required. An explanation of special handling requirements is outlined herein and shall be provided to the Contractor’s staff working on the project before work begins. If materials seem likely to suffer damage as a result of duplication and digitization, the Contractor should immediately consult with the COR before conducting work on any such materials.

1. The Contractor must handle the materials according to the instructions provided in this Scope of Work so that the Negatives are not damaged. Do not leave the Negatives unattended, uncovered or on the equipment for lengthy periods of time, such as during meal breaks, and certainly not over night or over weekends. If the work as prescribed has the potential to cause damage to the original Negatives, the Contractor must contact the COR to discuss a course of action for the film before beginning work.

2. The originals will be packaged in individual numbered archival negative envelopes and those shall not be changed by the Contractor. The SFCMC will package the original Negatives for shipment and will require the Contractor to pick them up or arrange transportation as identified in this Scope of Work. The shipment will be accompanied by an inventory, receipt for property and NPS loan documentation that lists each item by its unique SFCMC catalog or accession number.

Upon receipt of the Negatives, the Contractor shall verify the inventory, sign the receipt for property and NPS loan documentation, and return the required paperwork to the SFCMC Registrar within the designated timeframe.

3. The Contractor shall have all necessary materials on hand and ensure that work areas are clean and clutter free. Eating, drinking, or smoking must not be allowed in the receiving and shipping, media storage and work areas where the Negatives are located.

4. The Contractor’s employees need to wash and dry their hands before working with the Negatives, especially after eating, drinking, or smoking. Lint-free cotton or undyed (white) nylon gloves must be worn whenever handling the Negatives.

5. All equipment that comes in contact with the Negatives must be of professional quality, in good working order and cleaned and maintained regularly.

6. Use only pencils near the Negatives. No ink, or felt tip pens or markers, colored pencils, or crayons may be used in close proximity to the Negatives.

D. Security and Storage

1. The Negatives 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.

2. 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%).

3. The Contractor’s facility must have good ventilation and be free from gaseous fumes.

Environmental fluctuations are to be avoided and climate control systems should not be turned off at night.

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4. 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.

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

F. The work performed should include the following or similar processes:

1. The original acetate films shall be copied onto a stable polyester base using a LVT film recorder or similar equipment.

2. Contractor submits to COR on an external hard drive (provided by the Contractor) scanned digital images of each of the original negatives. Each digitized negative shall adhere to the parameters at the FADGI 3-star performance level at a minimum, or if possible, the FADGI 4-star performance level for photographic negatives: 35mm to 4”x5”.

FAGDI Performance Levels:

1 Star 2 Star 3 Star 4 Star Master File Format TIFF TIFF TIFF TIFF

Access File Formats

All All All All

Resolution 1000 ppi 2000 ppi 3000 ppi 4000 ppi

Bit Depth 8 8 16 16

Color Space Gray Gamma 2.2 SRGB Adobe 1998

ProPhoto ECIRGBv2

Gray Gamma 2.2 SRGB Adobe 1998

ProPhoto ECIRGBv2

Gray Gamma 2.2 Adobe 1998

ProPhoto ECIRGBv2

Gray Gamma 2.2 Adobe 1998

ProPhoto ECIRGBv2

Color Grayscale or Color as appropriate

Grayscale or Color as appropriate

Grayscale or Color as appropriate

Grayscale or Color as appropriate

Measurement Parameters

Highlight/Shadow Density

245/10, + - 5 245/10, + - 5 245/10, + - 5 245/10, + - 5

Dynamic Range 3.5 3.8 3.9 4.0

Illuminance Non- Uniformity

<8% <5% <3% <1%

Color Channel Misregistration

<1.2 pixel <.80 pixel <.50 pixel <.33 pixel

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MTF10 (10% SFR) sampling efficiency > 60% and SFR response at half sampling frequency < 0.4 sampling efficiency > 70% and SFR response at half sampling frequency < 0.4 sampling efficiency > 80% and SFR response at half sampling frequency < 0.3 sampling efficiency > 90% and SFR response at half sampling frequency < 0.2

MTF50 (50% SFR) 50% of half sampling frequency:

[25%,95%]

50% of half sampling frequency:

[30%,85%]

50% of half sampling frequency:

[35%,75%]

50% of half sampling frequency:

[40%,65%]

Reproduction Scale Accuracy

<+/- 3% of AIM <+/- 3% of AIM <+/- 2% of AIM <+/- 1% of AIM

Sharpening (Maximum MTF) <1.3 <1.2 <1.1 <=1.0

3. File naming specifications will be discussed and agreed upon in advance with the COR. File names will be item number specific, and will include the abbreviation of the National Park Service unit name in the title.

4. Metadata: Metadata capture should include (where available)

i. Descriptive Metadata: Title, Creator, Unique NPS Identifier, Rights Information, Date of

Creation, Language, etc.

ii. Provenance Metadata: Format, Gauge, Length, Emulsion/stock type, Duration, Information from can or container, etc.

iii. Technical Metadata: File Name, Format, Color Space, Version, Files Size, Duration, Information about scanner and software used to create file, etc.

G. Quality Assurance Requirements Because this project includes both negative duplication and digitization, two quality assurance processes must be in place as both products must be reviewed and approved. The Contractor must ensure a high quality product through his/her own quality control program.

The Contractor shall thoroughly inspect the files transferred from the original film to ensure the applicable standards above have been met. Corrections should be made as they are found or as pointed out during the COR inspection. An industry standard quality control report, prepared and submitted by the contractor, shall document the following areas for each of the digital transfers. The Contractor shall check all files to ensure that:

1. The file matches the original

2. No digital artifacts have been introduced

3. Metadata is correct.

The digital copy of each of the Negatives shall be reviewed and documented on the Contractor’s quality control report to ensure that all of the requirements for the digital files as outlined within this Scope of Work are met.

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H. Final Products For each Negative, the Contractor shall supply the following:

1. High resolution archival duplication negative on polyester base.

2. Digital copies of each negative with associated metadata.

3. All original Negatives returned to the SFCMC.

4. Completed standard quality control report of files, completed by Contractor and submitted to

COR.

I. Following completion of the preservation, digitization and review process, the Contractor must pack and provide return transportation for the Negatives in accordance with the following handling guidelines. The originals and deliverables will be packed and hand-delivered by a representative of the Contractor, if the successful contractor is located within a 150 mile radius of the SFCMC storage facility inside Everglades National Park (located at 40001 S.R. 9336, Homestead, FL, 33034).

If the successful contractor is outside the 150 mile radius of the SFCMC storage facility, then originals and deliverables will be shipped by overnight (next day) shipping service with shipment tracking.

Contractor will include the cost of shipping (both to and from the SFCMC storage facility inside Everglades National Park) in their quote. The same transportation standards as described for outbound shipping will apply.

The originals and deliverables shall be packed separately in cartons to be returned separately (originals must not travel in the same vehicle with the newly created copies) to the SFCMC storage facility inside Everglades National Park (located at 40001 S.R. 9336, Homestead, FL, 33034). Details for the delivery of deliverables separate from the originals shall be approved by the COR in advance.

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 Negatives, and any copies thereof, produced by the Contractor from the Negatives. No part of the original Negatives, preservation masters, or digital access copies produced under this contract may be sold or given away by the Contractor.

INDUSTRY STANDARDS

Given that these Negatives 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 others referenced below. 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.

Specific standards which must be adhered to for film preservation and digitization projects include:

ISO 18901:2010 (E): Imaging Materials - Processed Silver-Gelatin-Types Black-and-White Films- Specifications for Stability

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ISO 18902:2001: Materials — Photographic Processed Films, Plates, and Papers — Filing Enclosures and Storage Containers

ISO 18906:2000: Imaging materials — Photographic films — Specifications for safety film

ISO 18911:2000: Imaging materials — Processed safety photographic films — Storage practices

SMPTE RP 15:1997: Calibration of Densitometers Used for Black-and-White Photographic Density Measurements

PRODUCTS & DELIVERABLES SCHEDULE: The contractor shall provide the following products and deliverables on this contract:

DELIVERABLE DELIVERY DATE

Provide proposed packing and transportation methods to COR for review

Within 15 days of award of contract

Provide transportation of the Negatives to the Contractor’s facility

Within 30 days of award of contract

Conduct archival duplication of negatives Within 120 days from date of pickup of originals Digital files prepared in accordance with this Scope of Work and adhering to file specifications outlined above. Deliverable on external hard drive

Within 120 days from date of pickup of originals

Provide metadata associated with submitted digital files

Within 120 days from date of pickup of originals

Provide proposed packing and return transportation methods to COR for review.

Provide return packing and transportation of the original Negatives and deliverables. Return originals and deliverables in a separate shipment.

Within 15 days of completion of work outlined in this Scope of Work.

SCHEDULES AND PARTIAL PAYMENTS: The Contractor will be paid for work upon completion and acceptance, and receipt of a proper invoice. Partial payments are authorized per the schedule below.

Once the Contractor has submitted a deliverable to the Contracting Officer’s Representative (COR), the COR will have 21 business days to review the deliverable. Following the 21 business 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 negatives. If re-work is required, it shall be completed within 21 business days, and shall be at no additional cost.

Transport of negatives to contractor’s location 10% Completion 50% of the work 30% Completion 100% of the work and review period 50% Return of negatives to SFCMC 10%

See following pages for Images of Condition Problems Observed among Negatives to be

Duplicated/Digitized

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