SOO_-_DIGITIZATION.pdf

STATEMENT OF OBJECTIVES

DIMOC Digitization and Storage

I. BACKGROUND

The Defense Media Activity (DMA) is the headquarters responsible for several operations within the Department of Defense that creates, broadcasts, manages archives, and stores media. The Defense Imagery Management Operations Center (DIMOC) is the operational arm of the Defense Visual Information Directorate (DVI), a component of DMA. The mission of DVI is to operate as the DoD’s central visual information (VI) management and proponency office. The DIMOC integrates and synchronizes DoD imagery capabilities and centrally manages and archives current and historical visual information media in support of the Department and the National Archives and Records Administration. DIMOC serves as the official DoD VI Records Center for the storage and preservation of original and irreplaceable motion picture, video, still, audio, and mixed VI records depicting the DoD’s heritage and current activities.

In FY 2012, DIMOC was presented with a model used by the National Archives and Records Administration (NARA) that provides digitization of select records (e.g. documents, photographs, etc.) at no-cost to the government. This no-cost model permitted a contractor to digitize the selected records and receive a return on their investment during a period of exclusivity in exchange for providing the National Archives digitized copies. This period of exclusive rights allowed the contractor to generate revenue via sales of the digitized records.

After this period of time, the digital copies would become public domain via the National Archives. This process assists NARA in accomplishing their mission to increase the public accessibility of Federal Records far quicker than their capability to digitize there and resources would allow.

With DIMOC’s similar mission to the National Archives to collect, preserve and increase accessibility, DIMOC is attempting to adopt a variant of the NARA no-cost model. DIMOC used this model to solicit requests for proposals, and even held an industry day to gauge the feasibility to complete this mass digitization and storage for free for the government. The industry day consensus was for the Government to share some of the up-front costs as a sign of good faith and viability for the contract’s success. A clear message, that this project was not going to be feasible for industry without Government funding, was sent when only three RFPs were submitted post-industry day. Subsequently DIMOC is proposing a cost-share variant to the NARA no-cost model.

II. OBJECTIVE

The purpose of this contract is to provide for the digitization, storage and retrieval of still imagery, motion and audio recordings for the Defense Imagery Management Operations Center.

DIMOC recognizes there is value to this content being made readily available accessible, and as such, we are soliciting industry proposals for providing the Government digitization, storage and retrieval in exchange for the opportunity to monetize immediate access to Department of Defense visual information material (during an exclusive period for up to 10 years).

The Government intends to solicit a one-year base period with nine full option years of performance. The nine-year period will permit a contractor time to digitize DIMOC’s vast holding and to ultimately realize a return on investment. Additionally we feel, the option years allow for assessment each year on the success of the contract as determined by the contractor and the Government. During this entire 10-year period, the Government gives exclusive rights to the contractor to sell access to this content. The out years will not be for mass digitization but will allow for contingency digitization projects as DMA needs, military bases and offices close and transfer VI content, and as the Department necessitates additional requirements. In particular, the out years provide the Government a period to plan and purchase storage separately (potentially cloud storage) for the digitized copies produced. The Government will use this storage procurement to regain possession of the digital copies provided and stored by the contractor.

The contractor is immediately capable of selling the digital content, and the digital copies of this content are also immediately available to the Department for use for the first time. As the contractor will retain all revenue generated by the sale of digitized imagery to the public, the entire contract is unique in that the contractor shall assume a majority of the risk for providing initial service to the Government with the likelihood of a future return on investment. This is a cost avoidance initiative of significant value to the Government in mission accomplishment.

During the period of exclusivity, all DoD customers will have free (the contractor is not permitted to charge DoD customers) access to these digital copies. Public customers are able to visit the DIMOC Riverside, California facility and complete the digitization for themselves and receive a no-cost or reduced price structure. At the end of the contract period of exclusivity, the Government will acquire all digital copies in the contractor’s possession that have not already been copied to the Government storage, and will carry on business distributing to the Military Services, Department, Federal Government, and general public.

III. SCOPE OF EFFORT

1. The Government is looking to acquire these capabilities: digitization, storage and retrieval of the visual information media (still imagery, motion and audio recordings) from the DIMOC VI holdings. The contractor shall digitize, ingest, store, transcode, manage, and distribute media to the public for a fee and provide to the Government at no-cost said digitized media according to a mutually agreed schedule for transfer.

2. This no-cost or cost-share solution is defined as the contractor providing a service of digitization, storage and retrieval of records on an exclusive basis for a pre-determined period, in advance and in exchange for charging the public a fee for access to those records, at either no-cost or reduced cost to the Government.

III. TASKS

1. Assurance & Accountability: The Government desires assurance of safeguarding the content regardless of the location of performance. The contractor shall return all original content (physical media) to the Government after digitization. The contractor shall also provide quality assurance/quality control plans for their workflow, handling and return of government media.

This assurance will include workflow processes that abide by, at the minimum, the National Archives and Records Administration visual information handling guidelines. The contractor shall provide accountability and the Government will have oversight and knowledge of the content, whether in physical or digital form, throughout the workflow process.

National Archives and Records Administration Technical Guidelines:

http://www.archives.gov/preservation/technical/guidelines.html

National Archives and Records Administration Duplication Specifications http://www.archives.gov/preservation/formats/bw-copying-specs.pdf

National Archives and Records Administration Guidelines for Vendors Handling Records and Historical Materials http://www.archives.gov/preservation/technical/vendor-training.html

2. Estimated volume of media holdings from a 2010 inventory study:

Over 300,000 physical video assets 277,967.733 hours (average duration of 56.58 min) Over 37,000 physical (motion) film assets 11,136.65 hours (average duration of 17.64 min) Over 40,000 physical audio assets 1,408,935 min (average duration 65 min) Over 700,000 physical still image and graphic assets

Additionally, the Government will provide approximately 1.2 million digital images from more recent operations.

The documentary period of the media holdings is from approximately the 1940s to the present.

3. At the option of the contractor, the Government is willing to exclude the motion film assets (physical content) from the contract.

4. The contractor shall have an initial period of 60 days for an inventory, if desired, prior to any digitization. The Government anticipates that the holdings can be prioritized per categories, such as high-priority, general collection, non-circulating, and non-archival. The Government will consider options of an on-demand digitization workflow for content in the lessor categories, while the media in a high-demand maybe digitized for immediate delivery. The Government is willing to entertain an on-demand digitization per customer requests; in addition to a prioritized workload schedule. The Government will maintain the right to re-prioritize content on a case-by-case basis.

https://connect2.dma.mil/owa/,DanaInfo=mail-hq.dma.pa.mil,SSL+redir.aspx?C=b3fb22a07cba4a74b8e0def2f5ce142b&URL=http%3a%2f%2fwww.archives.gov%2fpreservation%2ftechnical%2fguidelines.html https://connect2.dma.mil/owa/,DanaInfo=mail-hq.dma.pa.mil,SSL+redir.aspx?C=b3fb22a07cba4a74b8e0def2f5ce142b&URL=http%3a%2f%2fwww.archives.gov%2fpreservation%2fformats%2fbw-copying-specs.pdf https://connect2.dma.mil/owa/,DanaInfo=mail-hq.dma.pa.mil,SSL+redir.aspx?C=b3fb22a07cba4a74b8e0def2f5ce142b&URL=http%3a%2f%2fwww.archives.gov%2fpreservation%2ftechnical%2fvendor-training.html

5. Digitization Workflow: The Government and contractor will mutually agree on prioritization for digitization. The Government will provide limited metadata to compliment the contractor’s ingestion of content, after which Government editors will assist in completing metadata using the contractor’s system.

6. File Formats (minimum requirements):

• H.264/MPEG4 (resolution-specs)

• JPEG (Q)12 (resolution)

• If the contractor determines a higher quality resolution for both access and storage, the

Government will request those file formats.

• File formats decided upon will be compatible for migration to the evolving digital file-format standards over the course of this contract.

• As media formats evolve, the Government will request the most up-to-date formats of digitized media.

DoD Instruction 5040.02 Visual Information, policy governing handling and manipulation of DoD imagery.

6. Access & Retrieval: The contractor shall handle all orders for customers external to the DoD/GOV and will be able to charge a reasonable price based upon their market research to acquire a return on investment and profit. The contractor shall be expected to make the digital assets accessible for Government using a federated search (transparent/seamless access and retrieval) via DIMOC’s website: DefenseImagery.mil as well as their own. All non-DoD/GOV customers (public) will be directed to the contractor website for order fulfillment/commercial sales. DIMOC will maintain customer service responsibility for all DoD/GOV customers via our current workflow. The Government will perform order fulfillment of physical copies for Government customers only. The contractor is expected to provide options for high-definition resolution download, along with low and medium resolution download streaming options.

Government’s desired approach is to have customers access media through two portals via DefenseImagery.mil. The first portal is for DoD/GOV access only and the second is a pass through to the contractor’s website for public customers.

7. Government Storage: DIMOC will establish a schedule with the contractor to receive digital copies of the content from the contractor. The Government is considering its own scalable storage system with an overall minimum requirement of a redundant/back-up storage and server configuration. It is expected that a potential contractor will do the same.

IV. PLACE OF PERFORMANCE

The preferred place of performance is DIMOC Imagery Management located at Riverside, CA.

The facility, utilities, and limited ancillary support will be provided by the Government to allow the contractor to establish a base of operations. The Government will consider optional locations for the performance of this contract with assurance for security and safeguarding of Government visual information (VI) records.

V. PERIOD OF PERFORMANCE

One-year base period, with nine full option years. The extended period of performance is offered because the Government recognizes a potential contractor’s need to realize a return on investment. The Government will also establish periodic reviews of performance to consider the continuing viability of this project for both the contractor and Government. The Government recognizes the success of this contract is dependent upon a return on investment and the Government’s ability to acquire and store digital content from the contractor. The Government acknowledges the period of investment and also the contractor’s need to brand or market this content. Again, the Government is open to completing digitization and storage on an incremental basis.

VI. PRICE PROPOSAL

The contractors shall submit price proposals with their own pricing structure and a breakdown of anticipated costs for digitizing, storing, and marketing of material to include any equipment investment or shipping costs.

VII. ADDITIONAL INFORMATION

1. The Government believes the contractor has the opportunity to produce distinct products from DoD content (e.g. prints, compilations, videos, multimedia products, etc.). The contractor reserves the right to produce distinct end-items, productions & compilations using any Government provided media allowing for “good taste” in presentation of resulting media and certainly within the provision set forth in the First Amendment of the U.S. Constitution.

2. The Government will make available to the contractor, current released incoming digital imagery. The Government is developing procedures to publicly release content prior to providing it to the contractor for digitization.

3. Allocation of Funds: The Government is willing to consider cost-sharing proposals. Should the contractor decide that Government funds are desired, the contractor shall identify the use of those funds. All funds dispersed by the government to the contractor will be on a deliverable basis, i.e. amount of media digitized and returned to the government in exchange for dollars.

Amount of media will be based on the digitization plan developed by the contractor and accepted by the government.

4. At the Government’s option, additional digitization may also be required as media is obtained from DoD and associated Government agencies cost to be covered within allocated funding and/or contractors ROI. Volume of said media is not predictable however amount is expected to be significantly less than the initial five year period. The Government desires follow-on digitization as content matriculates to the DIMOC.

5. The DIMOC will provide all customer service for DoD/GOV customer(s) requirements and requests.