CSS 88310324Q00016 Electronic Intermediates.docx

NAR – 88310324Q00016, Electronic Intermediates Copies for Film and Video Holdings

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The solicitation number is 88310324Q00016 and is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-06 effective December 4, 2023. This is a full and open RFQ under NAICS code 512199, Other Motion Picture and Video Industries. CONTRACT LINE ITEM NUMBER(S): See Attachment 1, Schedule of Prices. REQUIREMENT: The National Archives and Records Administration (NARA) has a requirement to obtain Electronic Intermediates copies of Film and Video holdings. NARA’s customers (e.g., researchers) request from the contractor and pay for the making of a film-to-video or video-to-video intermediate. NARA will incur no cost for this contract, as this is a zero-dollar contract. NARA’s customers request services under this contract for the making of a film-to-video or video-to-video intermediates. Reference Attachment 2, Statement of Work (SOW). PERIOD OF PERFORMANCE: The period of performance will consist of a base year and four (4) option years. The following Federal Acquisition Regulation (FAR) clauses are incorporated and are to remain in full force in any resultant contract. FAR provisions will be removed prior to award. FAR provision 52.212-1, Instructions to Offerors - Commercial Products and Commercial Services (Sep 2023). Addenda: (1) Change paragraph (c) to read: Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers. EVALUATION (In lieu of FAR provision 52.212-2): Evaluation and award will be in accordance with Simplified Acquisition Procedures at FAR 13.106, Soliciting Competition, Evaluation of Quotations or Offers, Award and Documentation as prescribed by FAR 12.301(c)(2). Selection of the Contractor for award of this contract will be based on NARA’s assessment of the best overall value to the Government. Accordingly, best value for this contract is based on the following evaluation factors: (1) Technical Approach (Volume I). The Government will assess the Contractor’s demonstrated technical knowledge and competence with regard to the Government’s requirements and program objectives; and approach to the work that the Contractor would have to perform under the prospective contract. As such, interested Contractor's quotation must demonstrate an understanding of the processes and work enumerated in the Statement of Work (SOW). The Government will also assess the Contractor’s facilities and equipment for acceptability. Facilities will be inspected during the evaluation process in accordance with the standards in the SOW. Note: NARA will only inspect Contractor’s facilities if the remainder of its quotation is deemed technically acceptable. The Contractor is required to submit a list of all equipment and a description of its facilities. The list of equipment shall include an equipment maintenance plan. The Description of Facilities shall include an overview of security measures, fire suppression and detection system. (2) Management and Quality Control (Volume I). The Government will assess the suitability of the Contractor’s management and personnel. The Government will also assess the qualifications, experience, and suitability of quoted personnel. The Contractor is required to submit a draft Quality Control Plan. The draft Quality Control Plan will be evaluated to determine the contract’s archival film inspection process, and quality of the Contractor’s methodology for migrating threats and risks to performance. The Contractor is also required to submit resumes showing all relevant training and work history that are pertinent to this contract for each person quoted to work under this contract. (3) Relevant Past Performance (Volume II). The Contractor will be evaluated to assess the demonstrated quality of performance on similar, relevant work (including magnitude of the project and the nature of the work), to include the ability to control the quality and cost of work, timeliness of performance, and effectiveness at accomplishing the goals of previous relevant work.

Contractors are requested to submit no more than five (5) references for relevant past performance performed during the past five (5) years. Submission should include the entity name, a point of contact, contact information, dollar value of contract/order, brief description of work performed, and an explanation of how any performance difficulties were addressed and resolved. If the interested Contractor has no relevant past performance, an affirmative statement that no relevant past performance exists must be submitted. (4) Price (Volume III). NARA reserves the right to award multiple contracts. NARA will select Contractor(s) to perform this contract based on NARA’s assessment of Contractor(s) acceptability based on the technical factors and the reasonableness of the Contractor’s pricing in Attachment 1, Schedule of Prices, which Contractors are required to complete and submit. If all factors are evaluated to be equal, the Contractors with the lowest price will be selected. Exceptions taken to any terms and conditions stated in the RFQ must be clearly outlined on a separate page of the Contractor’s quotation entitled “Exceptions”. The Contractor must also include a justification and the cost impact of each exception noted. The Government reserves the right to make an award on the initial quotation without communicating with contractors. FAR provision 52.212-3, Offeror Representations and Certifications - Commercial Products and Commercial Services (Nov 2023) - The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v) of this provision. FAR clause 52.212-4, Contract Terms and Conditions - Commercial Products and Commercial Services (Nov 2023) – see Attachment 6, Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4). FAR clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Products and Commercial Services (Dec 2023) - see Attachment 5, FAR Clauses for the full text of this clause and for additional applicable FAR clauses. FAR provision 52.217-5, Evaluation of Options (Jul 1990). The Contractor is required to be registered in the System for Award Management (SAM) and maintain registration until final payment in accordance with FAR provision 52.204-7, System for Award Management (Oct 2018). Full text provisions and clauses can be found at http://www.acquisition.gov. QUESTIONS: Questions regarding this RFQ must be submitted in writing to the Contracting Officer, Ms. Ana D. Camacho via email at ana.camacho@nara.gov no later than 12:00 PM ET on December 18, 2023 to be considered. Questions submitted in any other manner will not be answered. Contractors are requested to group and submit questions in the same order found in the RFQ while making reference to the particular paragraph number. The Government will answer questions or requests for clarification via a written RFQ amendment. QUOTATION DUE DATE: Quotations must be received by 4:00 PM ET on January 4, 2024. Failure to submit quotations by the due date and time may result in rejection of the quotation as untimely. Contractors submitting via e-mail are cautioned to allow one extra business day for delivery and confirm receipt of quotation as the e-mail will need to pass through IT security. QUOTATION SUBMISSION INSTRUCTIONS: NARA requests that contractors email one (1) copy of the quotation (Volumes I, II and III) to: tyrice.buie@nara.gov. Contractors must also submit, with its quotation, representations required by FAR provision 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment, FAR provision 52.204-26, Covered Telecommunications Equipment or Services-Representation, or FAR provision 52.212-3(v), Covered Telecommunications Equipment or Services-Representation. Please indicate in the quotation if the representations are complete in the contractor’s SAM profile.

ATTACHMENT 1

SCHEDULE OF PRICES

The National Archives and Records Administration (NARA) will incur no cost for this contract, as this is a zero-dollar contract. NARA’s customers request services under this contract for the making of film-to-video or video-to-video intermediates. Since required services are based on customer demands, NARA cannot estimate the future quantity of work to be performed. The period of performance is a base year and four (4) option years.

INTERMEDIATES

The price is calculated by the number of minutes of running time of the program, plus one-minute bars and tones, rounded up to the next full minute. The minimum order for any of these services is 20 minutes. An order is a number of items requested for copying by a single customer at one time. The price includes all charges, such as film cleaning, tape container, transfer time, courier fees, and overhead, except the following: separate soundtracks and reel changes (for customer’s copy), shipping the customer’s videocassette copies to the customer, and the blank videotape stock listed below.

Normal Service is defined as 10 business days or less. Rush Service is defined as five (5) business days or less. See Statement of Work (SOW), paragraph 11.0, Timeliness for particulars. For items 1 – 6 listed below, see SOW paragraph 6.5, Digital Betacam Video Intermediate Copy, for specifications and SOW paragraph 6.6.1, Preferred Delivery Media for specifications.

Item 1: Normal Service – Film-to-video intermediates (HDCam SR) or these files may be delivered on a contractor provided USB connected SSD, flash, or other drive, to be retained by NARA. One-minute bars and tones can be added to the estimated running time.

Year 1 Option Year 2 Option Year 3 Option Year 4

Price/Minute

Item 2: Rush Service – Film-to-video Intermediates (HDCam SR) or these files may be delivered on a contractor provided USB connected SSD, flash or other drive, to be retained by NARA. One-minute bars and tones can be added to the estimated running time.

Year 1 Option Year 2 Option Year 3 Option

Price/Minute

Item 3: Normal Service – Hi Def Video-to-video Intermediates (HDCam SR) or these files may be delivered on a contractor provided USB connected SSD, flash or other drive, to be retained by NARA. One-minute bars and tones can be added to the estimated running time.

Year 1 Option Year 2 Option Year 3 Option

Price/Minute

Item 4: Rush Service – Hi Def Video-to-video Intermediates (HD Cam SR) or these files may be delivered on a contractor provided USB connected SSD, flash or other drive, to be retained by NARA. One-minute bars and tones can be added to the estimated running time.

Year 1 Option Year 2 Option Year 3 Option

Price/Minute

Item 5: Normal Service – Standard Def Video-to-video Intermediates (Digital Betacam). One-minute bars and tones can be added to the estimated running time.

Year 1 Option Year 2 Option Year 3 Option

Price/Minute

Item 6: Rush Service – Standard Def Video-to-video Intermediates (Digital Betacam). One-minute bars and tones can be added to the estimated running time.

Year 1 Option Year 2 Option Year 3 Option

Price/Minute

ADDITIONAL CHARGES:

Item 7: Separate Optical Soundtrack

Year 1 Option Year 2 Option Year 3 Option

Price/Minute

Item 8: Separate Magnetic Soundtrack

Year 1 Option Year 2 Option Year 3 Option

Price/Minute

Item 9: Reel Changes – Apply only to the customer copy after the first reel.

Year 1 Option Year 2 Option Year 3 Option

Price/Minute

Item 10: PAL Conversion – For Customer Copy

Year 1 Option Year 2 Option Year 3 Option

Price/Minute

Item 11: Due to the many forms and formats which customers may require, there is no way to simplify a price breakdown for customers for the purposes of this CSS. Therefore, NARA request a price list of available services. This will provide NARA an understanding of the Contractor services customers may request. It will also assist NARA in adjusting NARA’s ordering processes in the future to facilitate order fulfillment.

PRICE OF BLANK TAPE STOCK

BASE YEAR

Items 1 – 10 (above) are firm-fixed prices, except that raw stock price increases may be passed on to the customer. The Contractor may also provide prices on other formats at its option.

Digital Betacam

HDCAM SR

Contractor provided USB connected SSD, flash, or other drive

OPTION YEAR 1

Digital Betacam

HDCAM SR

Contractor provided USB connected SSD, flash, or other drive

OPTION YEAR 2

Digital Betacam

HDCAM SR

Contractor provided USB connected SSD, flash, or other drive

PRICE OF BLK TAPE STOCK

OPTION YEAR 3

Digital Betacam

HDCAM SR

Contractor provided USB connected SSD, flash, or other drive

OPTION YEAR 4

Digital Betacam

HDCAM SR

Contractor provided USB connected SSD, flash, or other drive

ATTACHMENT 2

STATEMENT OF WORK

ELECTRONIC/DIGITAL INTERMEDIATES FOR FILM AND VIDEO REPRODUCTION

1.0 INTRODUCTION

1.1 The National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation's history by overseeing the management of all Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience.

2.0 BACKGROUND

2.1 As a preservation policy for its original archival items, NARA does not use them as duplicating masters for repeated reproduction purposes, but rather creates from them an intermediate copy to serve thereafter as a duplicating master. NARA has intermediate copies of much of the material in the film and video holdings of its Moving Image and Sound Branch (RRSM), and for many of the similar holdings existing in NARA's Presidential Library System (LP). The Electronic/Digital Intermediate (EI/DI) Contractor will produce additional film-to-video and video-to-video intermediates (hereafter referred to as "electronic intermediates" or "EIs"). Additionally, the EI/DI Contractor may be required to create intermediate copies to digital files ("digital intermediates," or "DIs").

2.2 In the past, the intermediates consisted of 16 millimeter or 35 millimeter film copies or video tapes in a variety of formats accessioned from the creating government agency, or prepared in NARA's own film and video laboratories. Under the provisions of this contract, however, the EI/DI Contractor will be requested to make these EI/DIs on a customer requested basis. The newly made EI/DI will then be used by private sector laboratories who have already entered in a "Memorandum of Agreement" ("MOA Contractors") with NARA, Research Services, Archival Operations - Washington, DC, Moving Image and Sound Branch (RRSM). To be considered eligible for award the prospective Contractor shall be or have applied to be an MOA Contractor prior to contract award.

2.3 NARA reserves the right to inspect the EI/DI Contractor’s facilities prior to the award of the contract and at any time during the term of the contract. This inspection may include its receiving, storage, film preparation, laboratory, and shipping areas.

2.4 NARA does not construe a video intermediate to be an archival copy of an original motion picture or original video, but only a means to facilitate and expedite customer request for copies. These video tape copies (Electronic Intermediates, "EI") or digital files (Digital Intermediates, "DI") will be paid for by NARA's customers but will become the property of NARA after they are created. It is NARA's customers who will request the making of an EI/DI from the EI/DI Contractor(s). As a result, NARA cannot estimate the future quantity of work to be performed under this contract, nor guarantee minimum levels. Fluctuation in the quantity of work should be anticipated.

2.5 Due to a high volume of requests for copies on High Definition video tape formats and/or high resolution digital video files, NARA’s Intermediate copies must be created as High Definition video tapes as specified in SOW paragraph 4.7, or 4K files as specified in SOW paragraph 4.8, from Film originals or High Definition video files as specified in SOW paragraph 6.6.2.2 from HD Video originals, while Digital Betacam video Intermediates will continue to be the required Intermediate format for standard definition video originals as stated in SOW paragraph 6.5.

3.0 OBJECTIVE

The overall objective of this contract is to obtain high-definition video or 4k digital video intermediates in a manner that:

3.1 Satisfies NARA's concerns about the safety and handling of its film and video originals.

3.2 Satisfies NARA's concerns and those of its customers for the timeliness of delivery and the quality of copies.

3.3 Assigns to the EI/DI Contractor virtually all tasks associated with this work.

3.4 Passes on the costs for making film-to-film, film-to-video , video-to-video, film-to- digital and video-to-digital intermediate copies directly to NARA's customers, even though the intermediates will become NARA's property.

4.0 DEFINITIONS

4.1 Customers: Requestors who wish to obtain reproductions of NARA's holdings.

4.2 Customer Copy: A copy of a NARA original film or video record with the term "original" as defined below. If produced by the El/DI Contractor(s), it may be made either simultaneously with the Contractor's creation of the video intermediate or made afterwards from that video intermediate. A customer copy, if made by another contractor, clearly will be a copy made from a video intermediate.

4.3 Original: For purposes of this contract, the "original" is the copy NARA will furnish to the EI/DI Contractor(s). If a film, it may technically be a camera original negative or reversal, a dupe negative or internegative, a fine grain master positive or an interpositive, or a projection print. There may be corresponding separate sound elements or the film may be a composite. If a video is original, it may be first generation "recorder original," an electronically edited master, dubbing master, or duplicate copy. In short, these "originals" are the best available copy held by NARA and may also be described by NARA as its preservation copy or "P" copy.

4.4 "One Light" Transfer: A film-to-video or video-to-video transfer made at what the EI/DI Contractor's colorist, film timer, or similar technicians deems to represent the best overall exposure to create an acceptable copy as a one-light transfer.

4.5 Contractor(s): There are two categories of contractors discussed in this SOW:

4.5.1 "Electronic Intermediate ("EI")/Digital Intermediate (DI) Contractor(s)" The EI/DI Contractor(s) who will make video and/or intermediates from the original archival films or videotape originals furnished by NARA.

4.5.2 The EI/DI Contractor(s) must apply to become an "MOA Contractor" prior to award. Because NARA will not ship any original materials outside of the Washington D.C. Metropolitan Area, nor permit overnight shipping, the EI/DI Contractor(s) must be located within a 50-mile radius of the NARA College Park, MD facility. The EI/DI Contractor(s) must be able to pick up the materials or send a courier to pick up and deliver on the same day.

4.5.3 "MOA Contractor:" Contractors with this designation are those in a group of participating laboratories who furnish reproductions to NARA customers under the terms of a Memorandum of Agreement ("MOA'') with NARA's Moving Image and Sound Branch (RRSM) (Reference Attachment 3). A MOA Contractor may become an EI/DI Contractor.

4.6 Digital Betacam Video Intermediate: For the purposes of this contract, the video intermediate must be a Digital Betacam videocassette that the EI/DI Contractor(s) must make from a NARA-provided Standard Definition video original. This video intermediate does not constitute an archival copy of a film or video original for preservation purposes but only a means to facilitate customer requests.

4.7 Hi-Def Video Intermediate: For the purpose of this contract, the Hi-Def Video Intermediate is a copy made from an original film or Hi-Def Original Video which will be made by an EI/DI Contractor. This Hi-Def intermediate does not constitute an archival copy of a film or video original for preservation purposes but only as a means to facilitate customer requests for a Hi-Definition copy.

4.8 Intermediate: For the purposes of this contract, a file with the horizontal resolution of 4096 pixels and a vertical resolution appropriate to the native aspect ratio of the recorded original content. 4K ProRes 4444 is the preferred file format. NARA's Motion Picture Preservation Laboratory (RXMM ) may be able to render down to meet the needs of NARA units for other formats.

4.9 “Normal Operation” is defined as a period when NARA is fully staffed, and orders are fulfilled with normal access to off-site storage. During Normal Operation, there is no limit on access to Archives II for contractor couriers.

4.10 “Limited Operation” is defined as a period when access to records in NARA holdings is limited due to pandemic or other public health restrictions and safety protocols. Such restrictions include limited access to Archives II and offsite storage for staff and for contractor couriers, handling requirements, as well as extended time for retrieving records, and for contractor retention of records. NARA will notify contractors of changes to operational status.

4.11 “Alternative Delivery Media” is defined as a substitution for the HDCAM-SR EI Deliverable, for times when HDCAM-SR stock is not available.

5.0 DESCRIPTION OF MOTION PICTURE RECORDS OR MATERIALS

5.1 The film and video originals to be provided to the EI/DI Contractor's laboratory under this contract were produced or acquired by agencies of the U.S. Government and transferred to NARA as permanently valuable historical materials. Others were donated by individuals or organizations as valuable historical materials. The films and videos are usually documentary in character and relate to many aspects of American history and the operations of the U.S. government.

5.2 Almost all the records and materials are in the public domain; however, some may be copyrighted or subject to other restrictions. In any case, the EI/DI Contractor(s) must only make copies of each furnished item as specified in this contract; no other copying is authorized under this contract without the written authorization of the Contracting Officer's Representative (COR).

5.3 All original films and videos contain a high intrinsic value and are of continuing historical interest. Some of the original films and videos are extremely fragile owing to age and deterioration.

5.4 NARA inspects 100 percent of original films provided for duplication before they are available to the EI/DI Contractor(s) and again when they are returned. This inspection is to determine whether the EI/DI Contractor's handling practices or equipment is damaging the Government's archival originals. NARA will exercise such quality assurance measures as it deems necessary to judge the quality of video copies. This inspection, however, must not be construed by the EI/DI Contractor(s) to mean that all original films provided for transfer are suitable for transfer. See SOW paragraph 6.4.2 for EI/DI Contractor(s) inspection requirements prior to transfer.

6.0 DESCRIPTION OF SERVICES/REQUIREMENTS

6.1 Receipt of Original Film. All work must be performed at the EI/DI Contractor's work site. No subcontractor shall be permitted to directly handle any of NARA's original holdings or reproduce the customer copy. The originals will be packaged in individual numbered film cans or video cases and those cans and cases shall not be changed by the contractor or its courier. Blank Leader may be added to Original Leader for threading purposes. Original Leader or markings may not be removed or altered otherwise.

6.1.1 NARA will package the original films and original videos for shipment and will require the EI/DI Contractor(s) or their courier to pick them up. Each shipment will be accompanied by an inventory list, as well as an email with a Word attachment with an identical inventory list. The inventory list is a Word document created by the requesting NARA office that identifies each film and video by its unique NARA file or item number.

6.1.2 Upon receipt of shipment, the EI/DI Contractor must verify the inventory and send a return email to nnsmorders.mailbox@nara.gov mailbox with a Word attachment of the items received confirming receipt within 72 hours of the items being available for pickup. Any deviation(s) from the received inventory must be reported on the inventory list in order to alert both the EI/DI Contractor and NARA immediately. The receipt must then constitute a written record of shipment acceptance by the EI/DI Contactor.

6.2 Technical Description of Film Originals. The film originals to be sent to the EI/DI Contractor's facility will consist of the following types, in any quantity:

6.2.1 Cellulose acetate or polyester-based film.

6.2.2 16 millimeter or 35 millimeter gauge film.

6.2.3 Black-and-white or color film.

6.2.4 Negative or positive image film.

6.2.5 Sound or silent film.

6.2.6 Composite sound or double system sound film.

6.2.7 Optical sound tracks in bilateral, dual bilateral or variable density format.

6.2.8 Magnetic sound in 16 millimeter mag stripe (color reversal), 16 millimeter stripe or full coat, 35 millimeter stripe or full coat sound film, and one quarter sync sound audio tapes.

6.3 Technical Description of Video Originals. The video originals to be sent to the EI/DI Contractor's facility will consist of the following types in any quantity:

6.3.1 One inch Type C open reel video.

6.3.2 D2 videocassettes.

6.3.3 Betacam, BetacamSP, or Digital Betacam videocassettes.

6.3.4 Three quarter inch U-matic or three quarter inch U-matic ENG-sized videocassettes.

6.3.5 VHS videocassettes.

6.3.6 Video8 or Hi8 videocassettes.

6.3.7 Hi-Def Videos of various brands and formats.

6.4 Preparation.

6.4.1 The films and videos sent for copying will generally be in good condition. NARA will not, knowingly, send film in poor condition, characterized by excessive shrinkage (more than 0.7 percent for 16 millimeter and 1.3 percent for 35 millimeter) brittleness, breakage, failing splices or heavy scratches. Nor will NARA knowingly send videos that are in poor condition from edge damage, binder breakdown, oxide shedding, high dropout rates, or other problems. NARA shall make every good faith effort to provide quality film and video copies for duplication.

6.4.2 It is required that the EI/DI Contractor(s) perform an inspection to confirm preservation copies provided are in a condition to be transferred without damage prior to placing any original film or video on its equipment to ensure safe transfer. At this point, for archival films specifically, shrinkage must be measured by the EI/DI Contractor as readings may vary from gauge to gauge. Films or videos inadvertently received by the EI/DI Contractor in poor physical condition must be promptly returned to NARA for preservation work. The EI/DI Contractor must not charge NARA or its customers a fee for such returns. Appropriate care must be taken during the cleaning and preparation of archival film elements for transfer to minimize the number of passes potentially damaging mechanical transport systems. All equipment transporting original motion picture film must be carefully inspected and cleaned between each pass/use.

6.4.3 Films or videos in poor condition due to marginal picture or sound quality (e.g., poor focus, unstable framing, inaudible or distorted sound) must not be copied without initial consultation and written approval from the COR.

6.4.4 If during the handling of or transfer of preservation copies of films, the film is damaged (e.g. film breakage, splice failure, etc.) the EI/DI Contractor(s) must immediately stop work, remove the film from the machine, and notify the COR of the nature and extent of the damage and wait for further instructions. The EI/DI Contractor(s) must not attempt to repair the film or continue the transfer of the film. See SOW paragraph 7.2.9.

6.4.5 Film Originals should be scanned/ captured from head sync mark to tail sync mark. Resulting files shall contain all content between head sync mark to tail sync mark including those portions of leader.

6.5 Digital Betacam Video Intermediate Copy. For each item of original archival Standard Definition video provided by NARA, the EI/DI contractor must produce and furnish to NARA a videocassette copy with the following characteristics:

6.5.1 Professional quality Digital Betacam on tape stock from a major manufacturer such as Sony, Fuji or Maxwell.

6.5.2 Broadcast quality, NTSC, therefore in 4:3 aspect ratio.

6.5.3 Unsupervised, "one light" recording with moderate color correction in the case of faded images or minor equalization adjustment of sound as needed.

6.5.4 Sound, if provided with the original.

6.5.5 Sound or silent aperture, as appropriate to match the original.

6.5.6 Full-reel recording from head to tail of each reel.

6.5.7 The newly made EI video will be housed in a container with the following characteristics: hard plastic, positive closure, and capable of accepting a label on the front, spine, or bottom.

6.5.8 In order to facilitate future reproduction requests, film and video originals must not be compiled on the EI/DI onto a single videocassette. Each original must be on a separate videocassette. Therefore, charges for reel changes must not apply in making the electronic intermediate. In cases where the item ordered is complete, edited multiple reel film, the COR may ask the EI/DI Contractor to consolidate several rolls of film or video onto one videocassette. It is the COR's responsibility, however, specifically to instruct the EI/DI Contractor in these rare instances.

6.5.9 All film originals in their original containers and all video intermediates shall be returned to NARA in separate shipments upon completion of the work. See SOW paragraph 7.3.4 for details.

6.5.10 Digital Betacam EI videocassettes must be labeled in accordance with requirements specified in SOW paragraph 8.0, Packaging and Labeling.

6.5.11 The EI/DI Contractor must be responsible for its own quality assurance of video copies, subject to ultimate review by the COR.

6.6 Hi-Def Videotape Intermediate Copy. For each item of original archival Film or Hi-Def video provided by NARA the EI/DI Contractor must produce and furnish to NARA a videocassette or digital copy with the following characteristics:

6.6.1 Preferred Delivery Media: Professional quality HDCAM SR on tape stock from a major manufacturer such as Sony, Fuji or Maxwell.

Alternative Delivery Media: Because some manufacturers have discontinued production of HDCAM SR tape stock, vendors may notify NARA that they are unable to deliver on HDCAM SR. NARA will provide direction on delivery on alternative media. In the event that HDCAM SR Stock is no longer available to supply the Hi-Def video Intermediate Copy, these files may be delivered on a vendor provided USB connected SSD, flash or other drive, to be retained by NARA. Drives will be NTFS or ex-FAT formatted if formatting is required. As an alternative and at NARA's discretion, NARA may provide a USB connected external drive, or a link to an FTP or cloud file sharing service for file delivery. Any NARA provided drives would be returned to NARA.

6.6.2 On HDCAM-SR:

Broadcast quality, with the following characteristics:

Resolution : 1920x1080 Aspect Ratio: 4:3 Pillar Box in a 16:9 environment as defined by the "ITU-R Recommendation BT.709" (or Rec. 709) standard Bit Depth: 10 Bit Frame Rate: 24PsF Chroma Space: 4:2:2 AES/EBU Audio Audio Sample Rate:48kHz Audio Bit Depth: 24 Bit Color Bars

6.6.2.1 Delivery on Alternative media: For Digital Intermediates from Motion Picture Film Original:

Container: QuickTime MOV Overall Bit Rate Mode: Variable Timecode: QuickTime TC (first frame at 00:00:00:00) Video data Format: ProRes 4444 Resolution: 4096 x 3072 Aspect Ratio: 4:3, square pixels Bit Depth: 10 bit or 12 bit Frame Rate: 24p (constant) Chroma Space: 4:4:4 Color Space: YUV or YUVA Color Gamut: ITU-R BT.709 Audio data Format: PCM Configuration: 1 track, 2 channels (multi-mono or stereo) Audio Sample Rate: 48kHz Audio Bit Depth: 24 bit

6.6.2.2 Delivery on Alternative media: For Digital Intermediates from Hi-definition Videotape Original (tapes that cannot be extracted as data). HD digital videotape that cannot be extracted as data. These formats are identified in section B2.4 of IASA TC-06 in Class 2. Examples include HDCAM-SR or D5.

HD

Container: MPEG-2 Program Stream Target Total Bitrate: 50.8 Mbps Timecode: Source LTC/VITC Video data Frame size: 1920 x 1080 Video bitrate: 50Mbps Video mode: CBR Video frame rate: to match original Chroma subsampling: 4:2:2 Additional specifications Closed GOP, I-frame only Scan type: to match original Pixel aspect ratio: to match original Audio data Audio channels: 2 (stereo L R) Audio bitrate: 224 Kbps Audio mode: CBR Audio codec: MPEG Layer 2 Audio sample rate: 48 kHz Bit depth: 16 bit

6.6.2.3 Delivery on Alternative media:For Digital Intermediates from Born-Digital Video Original (tapes/discs that can be extracted as data). All born-digital HD video with or without sound can be extracted as data where there is a need to ensure that all significant visual and auditory information is carried forward. This includes digital videotapes with encodings that can be extracted as data and file based digital video. These formats are identified in section B2.4 of IASA TC-06 in Classes 3 and 4. Examples include DVCPRO-HD, HDV, and XDCAM-HD

Broadcast quality, with the following characteristics:

Data Format: Depends on source material Target Total Bitrate: to match original Timecode: to match original Video data Frame size: to match original Video codec: to match original Video bit depth: to match original Video frame rate: to match original Chroma subsampling: to match original Scan type: to match original Pixel aspect ratio: to match original Audio data Audio channels: to match original Audio codec: to match original Audio sample rate: to match original Bit depth: to match original

6.6.3 Unsupervised, "one light" recording with moderate color correction in the case of faded images or minor equalization adjustment of sound as needed. The El/DI Contractor may employ the wet gate process as needed to remove the image of base scratches on the intermediate copy.

6.6.4 Sound, if provided with the original. This may include composite picture and soundtrack reels, or separate picture and soundtrack reels as determined by NARA. If a sound component is indicated and approved by NARA on the NA Form 14110, the EI/DI Contractor must transfer the sound on NARA’s new Intermediate.

6.6.5 Sound or silent aperture, as appropriate to match the original.

6.6.6 Full-reel recording from head to tail of each reel.

6.6.7 Other requirements such as variable or adjusted speed for film originally shot at less than sound speed.

6.6.8 The newly made EI videotape or external drive will be housed in a container with the following characteristics: hard plastic, positive closure, and capable of accepting a label on the front, spine, or bottom.

6.6.9 In order to facilitate future reproduction requests, film and video originals must not be compiled on the EI/DI onto a single videocassette or drive. Therefore, charges for reel changes must not apply in making the electronic intermediate. In cases where the item ordered is complete, edited multiple reel film, the COR may ask the El/DI Contractor to consolidate several rolls of film or video onto one videocassette or drive. It is the COR’s responsibility, however, to instruct the EI/DI Contractor in these rare instances. In cases where NARA supplies a drive for delivery of DI files, the COR may ask the EI/DI contractor to deliver files for multiple orders on a single drive. In these cases, files should be delivered in folders identified by the order number. It is the COR’s responsibility, however, to instruct the EI/DI Contractor in these rare instances.

6.6.10 All film originals in their original containers together with the video intermediates must be returned to NARA in separate shipments upon completion of the work.

6.6.11 Hi-Def EI videocassettes or files on a drive must be labeled in accordance with requirements specified in SOW paragraph 8.0, Packaging and Labeling.

6.6.12 The El/DI Contractor must be responsible for its own quality assurance of video copies, subject to ultimate review by the COR.

6.7 Customer Copy. The EI/DI Contractor may produce the customer copy either simultaneously with the production of the intermediate or from the video intermediate, but the EI/DI Contractor must not use the archival original film twice to make these two copies. For each reel of film provided by NARA, the EI/DI Contractor must produce and furnish to the customer who placed the order a copy with the following characteristics:

6.7.1 The format to be at the customer's direction.

6.7.2 Broadcast quality, NTSC or PAL at the customer's direction.

6.7.3 Silent or with sound at the customer's direction.

6.7.4 Full-reel recording from head to tail of each

6.7.5 At the customer’s direction and only on the customer's copy, multiple reels may be combined onto one or more videocassettes, unlike the intermediate, which must be copied onto separate videocassettes (see SOW paragraph 6.5, Digital Betacam Video Intermediate Copy). The EI/DI Contractor may make a "cassette change fee" for this service which is parallel to the standard laboratory fee for reel change charges common in usual film lab work. The intent of this SOW paragraph is to create for NARA an intermediate copy that matches the original archival film or video in length but also to minimize the number of separate cassettes the customer is required to purchase.

6.7.6 Customer copies may be labeled in accordance with the laboratory's usual procedures for videocassettes. It is recommended that the label information on the videocassette shell and on the outer case include: "National Archives item number: nnnnnnnn," "This copy made on: mm/dd/yyyy," and "Length: hh:mm:ss."

6.7.7 The EI/DI Contractor must be responsible for its own quality assurance of the EI copies, subject to ultimate review by the COR.

6.8 Additional Deliverable: Reference Digital Files. In select cases, NARA will require an additional deliverable of a reference quality digital file, to be used for reference purposes to facilitate future research use of its holdings. The primary use case for this optional deliverable will be instances in which a NARA original film or video exists, but no digital file from the original is extant. When required, reference digital files will conform to the standards listed below. Conditions listed in SOW paragraphs 6.6.3 through 6.6.7 apply here as well.

Data Format: HD MPEG-4 MP4 Capture Information: Target Total Bitrate: ~2.2Mbps Video frame size: 1920x1080 Aspect Ratio: 4:3 Pillar Box in a 16:9 environment as defined by the "ITU-R Recommendation BT.709" (or Rec. 709) standard Video codec: Advanced Video Codec (avc1) Video bitrate: ~2.0Mbps Video mode: CBR Video frame rate: 24 fps High Profile @ Level 4.0 Color space: YUV Chroma subsampling: 4:2:0 Progressive scan Single-pass encoding Audio data:

Audio channels: 2 (stereo L R) Audio bitrate: 192 Kbps Audio mode: CBR Audio codec: Advanced Audio Codec (AAC) Audio sample rate: 48 kHz Audio sample size: 16 bit

6.9 Electronic Slate. The EI/DI Contractor must prepare an electronic slate and insert it at the head of each EI/DI identifying the recording as follows:

The slate will include the NARA Local Identifier, Reel number, and film format information (conforming to NARA Lifecycle Data Requirements Guide (LCDRG). NARA will provide appropriate listings of Local Identifier Numbers and Format Codes.

Slate Example:

255.HQ.89

Reel 1 of 2 Source:

35mm ONSK (P Copy)

6.10 Metadata and File Naming. File names will include the NARA Local Identifier, Reel numbers (if separate reel of a multiple reel item), will be in lowercase letters, will use hyphens between characters, will not use special characters and will not exceed 256 characters in length.

Example: 255-pv-189-r2.mp4

6.11 EI/DI vendor must provide a SHA-256 checksum for each file.

7.0 STORAGE, SECURITY, HANDLING AND, SHIPMENT OF ARCHIVAL

ORIGINAL FILM

Given the historical and permanent record character of these film and video recordings, the EI/DI Contractor must take all necessary steps to safeguard these materials in accordance with the provisions listed below.

7.1 Storage and Security

7.1.1 The archival film must be safeguarded against theft, vandalism, unauthorized use, damage, and alterations of any kind.

7.1.2 Storage, transportation, and use temperatures shall not exceed 75 degrees Fahrenheit and shall not exceed 50 percent relative humidity.

7.1.3 The EI/DI Contractor's facility must have a fire detection system and be wired to an emergency signal company that will bring the fire department to the laboratory expeditiously.

7.1.4 If the laboratory handles cellulose nitrate motion picture film, that film must be handled and stored in accordance with National Fire Protection Association (NFPA) Standard 40, Standard for the Storage and Handling of Cellulose Nitrate Film, or in accordance with the requirements of the local fire protection authority.

7.1.5 The EI/DI Contractor's facility must have good ventilation, be free from gaseous fumes such as those emitted from chemical stores or freshly painted rooms.

7.1.6 NARA's original film or video recording may not be sent to any other facility except NARA's without the written authorization of the COR.

7.2 Handling

7.2.1 Archival film must be handled in a clean work environment with dust-free and clutter-free worktables.

7.2.2 Smoking, beverages, and food must be prohibited in the receiving and shipping areas, the media storage area, technical equipment facility, and the work area where the EI is copied.

7.2.3 Archival film must always be handled with undyed (white) nylon or cotton lint-free gloves. The film must be handled by the edge or by the head and tail leaders. The film must be threaded on the telecine by the leader and not by the picture or sound portion of the reel. This further supports full length reel duplication and absolutely does not allow tab printing.

7.2.4 In film rewinding, the EI/DI Contractor must use only manual rewinds and avoid sudden starts and stops, aiming for a smooth, snug (but not overly tight) and even wind that will not cinch the film. After copying, the film should be wound with the emulsion facing in on the core and returned in its original container. The free end of the film should be taped down to the film pack.

7.2.5 Original film should not be bagged or rebagged. Tissue paper, clear plastic bags or written documents may not be placed in the cans. In some cases, there may be older documents in the can: timing tapes, inspection cards, etc. Those should remain in the can.

NARA preservation practice calls for acetate base motion picture film to be unbagged so that it can "outgas." This allows the products of its slow chemical deterioration, "vinegar syndrome," to escape and lower the concentration of acetic acid in the can.

7.2.6 The original archival films and videos must not be left uncovered or threaded on equipment for lengthy periods of time such as during staff refreshment and meal breaks and certainly not overnight or over weekends.

7.2.7 While routine film cleaning may be a customary procedure, if the film does not require cleaning, the EI/DI Contractor should not clean it. The use of cleaning fluids must be approved in advance in writing by the COR. If used, all cleaning fluids must be allowed to thoroughly evaporate before the film is wound for storage to leave no residue on the film.

7.2.8 All equipment that comes in contact with the film must be in good working order and cleaned regularly as recommended by the original equipment manufacturer.

7.2.9 If the EI/DI Contactor finds film in poor condition due to high shrinkage (greater that 0.7 percent for 16 millimeter and 1.3 percent for 35 millimeter), brittleness, breakage, or other conditions that may result in further damage to the film if it is copied, the Contractor must notify the COR of the nature and extent of the damage and wait for further instructions. The EI/DI Contractor(s) must not attempt to repair the film or continue the transfer of the film. When minor repairs are necessary, such as fixing failing splices or adding leader, the COR may consult with the NARA Motion Picture Preservation Lab on the appropriate course of action, and allowances for addressing these issues will be made on a case-by-case basis and only with advance approval by NARA.

7.2.10 If a film needs to be spliced at any location of the film other than the leader, reference SOW paragraph 7.2.9. Repairing of original acetate archival film leader is necessary and is approved by RRSM, use only fresh cement and wipe off excess cement before it dries. Repair of polyester base film must be done using a tape splice or ultrasonic splice. Each splice must be tested before the film is loaded on the telecine to ensure its smooth passage through the transfer machine.

7.2.11 The EI/DI Contractor is encouraged to provide any comments about the technical condition of the original film and videos to the COR. Such notes may be provided to the COR by placing them in an envelope taped to the outside of the film can and communicated to the COR by e-mail.

7.3 Pick-up and Delivery of Electronic Intermediates to NARA

7.3.1 The EI/DI Contractor must pick up the archival film and/or video within two

(2) business days after being notified via email by RRSM that it is available for pick up. During periods of Limited Operation, Contractor pickups will be limited to one designated day per week. It must be delivered to the El/DI Contractor's facility on the same day it is picked up without overnight storage at a location other than NARA or the EI/DI Contractor's facility.

7.3.2 The EI/DI Contractor must carefully perform a complete inspection and inventory upon receipt of all materials picked up from RRSM for adequacy with respect to quality as well as quantity. The EI/DI Contractor must contact the COR immediately if there are any items listed on the NA Form 14110, Item Approval Request List, but not included with the materials received. Damaged materials must be immediately reported to RRSM and the COR.

7.3.3 Upon completion of the required work to make the EI, and if applicable, the customer copy, all materials will be shipped from the laboratory in expeditious fashion (see SOW paragraph 11.0, Timeliness). For shipments of originals and intermediates coming to NARA, the El/DI Contractor will return the originals to their original individual film can or tape case, package them securely, and deliver them to the National Archives at College Park ("Archives II"). The actual delivery point will be to the mail room located adjacent to the loading dock at 3301 Metzerott Road, College Park, MD 20740.

7.3.4 Original films and videos must travel separately from the EI/DI made from them. They must not travel together in the same vehicle nor on the same day in order to preclude the loss of all copies of the item in case of an accident or disaster on the road. The originals and EI/DI's must be returned to RRSM within 15 business days after being notified that the items are available for pickup (see SOW paragraph 11.0, Timeliness). During periods of limited operation, due to access restrictions and safety protocols, NARA will extend the retention period to 25 business days during the term of this contract.

7.3.5 While enroute the ambient temperature in the portion of the vehicle where the film and video is carried must be maintained at 65 to 75 degrees Fahrenheit. The EI/DI Contractor may choose to meet this requirement by providing storage containers that will maintain this range for 24 hours.

7.3.6 Only a secure, closed vehicle will be permitted to carry archival film and video. Trunks of private cars are not acceptable. The vehicle must not be used to transport chemicals or other dangerous materials while transporting NARA film. Smoking, eating, and drinking are not allowed in the travel compartment with shipments of originals and El's.

7.3.7 Archival film and video shipments must not be transported with non-NARA materials.

7.3.8 Each shipment must be accompanied by an EI/DI Contractor created shipping inventory that lists each item by its number and…