LOC Novel High Density Optical Data Storage RFI 030ADV26Q0172.pdf

THE US LIBRARY OF CONGRESS

OFFICE OF THE CHIEF INFORMATION OFFICER

(OCIO)

Request for Information (RFI)

030ADV26Q0172

Novel High-Density Optical Data Storage Pilot

July 20, 2026

Library of Congress Request for Information 030ADV26Q0172

7/20/2026

Contents

1. REQUEST FOR INFORMATION INSTRUCTIONS

2. QUESTIONS TO BE ANSWERED BY RFI RESPONDANTS

3. DRAFT STATEMENT OF WORK

3.1 Project Title

3.2 Background

3.3 Scope

3.4 Task Objectives

3.5 Deliverables

3.6 Key Personnel

3.7 Additional Personnel Qualifications

3.8 Additional Information

3.8.1 Government Furnished Property and Information

3.8.2 Period and Place of Performance

3.8.3 Proposed Contract Line Item (CLIN) structure

1. REQUEST FOR INFORMATION INSTRUCTIONS

This is a Request for Information (RFI). The Library of Congress (LOC) reserves the right to cancel this RFI and any corresponding solicitation issued in the future. This RFI shall not be construed in any way to be a solicitation and is for informational purposes only. Please provide all responses electronically via email to the Contract Specialist- Riley Leonhardt (rleonhardt@loc.gov) and the Contracting Officer- Veronica Price (vprice@loc.gov) by 2:00pm Eastern Time Thursday July 30, 2026.

Please try to keep responses to no more than 10 pages, including cover pages, attachments, appendices, tables, etc. Note that responses do not require 10 pages. The Library desires and greatly values concise, informative responses and feedback.

2. QUESTIONS TO BE ANSWERED BY RFI RESPONDANTS

1. Are there certain aspects of the work outlined in the Statement of Work (SOW) that are normally completed by sub-contractors? i.e. Do companies usually outsource any processes in the SOW?

2. Are there industry standard qualifications/certifications the Library should be requiring of the potential personnel and/or companies that wish to participate in the solicitation?

3. Do any of the objectives within the SOW require amplification/clarification to ensure greater understanding by the vendor community? If so, indicate in your response where additional clarification is necessary.

4. Respondents are encouraged to provide input on the suggested Contract Line-Item Number

(CLIN) structure and fixed price payment schedule listed in section 3.8.3.

5. Does the suggested timeline of deliverables provided in Section 3.5 of the SOW make logical sense based on the current industry best practices?

3. DRAFT STATEMENT OF WORK

3.1 Project Title

Novel High-Density Optical Data Storage Pilot

3.2 Background

The Library of Congress, hereinafter referred to as the “Library” or “LOC”,” is exploring innovative preservation methods for its digital collections. The LOC is seeking to determine the feasibility of utilizing ultra-high density optical data storage designed for the long-term preservation of a subset of the Library’s digital collections. Currently, the Library manages over 1 billion unique objects of digital preservation data (~33 petabytes) via traditional storage methods. For longevity and reduced migration intervals, it may be reasonable for this portion of data to be permanently stored on a novel medium.

The focus would be on a solution that exhibits high areal density, a long lifespan, reduced maintenance/migration cycles, is immutable, and displays a high level of durability. The Library aims to demonstrate the feasibility of an innovative optical data storage solution as a high-density, scalable, and durable medium for storing its preservation collection.

The Library wishes to examine the feasibility of this method on a small subset of its digital collections. To be successful, a variety of data formats—including video, audio, text, and images— must be encoded onto the media, errors must be detected/recorded, preservation techniques must be validated and select data must be recalled/read with high fidelity. This work will contribute to the boundary pushing field of high-density optical data storage while pushing the boundaries of access and preservation.

The desired outcomes of this requirement are as follows:

The successful writing of 1TB of the Library’s digital data in various formats (video, audio, images, text) onto a robust high-density optical media designed to outlast legacy storage solutions at a higher areal density.

The determination of the accuracy of the writing process by demonstrating early-stage error detection and ultimate 100% recovery of data.

The documentation of successful processes, shortcomings, error rates, timelines, potential solutions to issues, risks, trends, and technological improvements throughout the period of performance as they pertain to the media of choice.

Proof of concept for the potential indefinite storage approach of the Library’s data on a novel optical storage medium.

The successful recall and reading of all Library-furnished digital files that have been encoded on the media of choice.

The isolation of a subset of the data will be carefully curated and stored for the purposes of an educational and artistic display. This will used for educational and display purposes for Library visitors.

3.3 Scope

The contractor shall develop a comprehensive plan and implement a process to transfer a designated selection of the Library’s digital collection onto/into a novel high-density optical media to determine the feasibility of the Library utilizing this method as a long- term storage solution. The contractor shall employ techniques for long-term storage of encoded the media, accurately identify specific data selected by the Library from the storage solution, accurately read items selected by the Library, display the scalability of their processes, and employ validation methods to determine the accuracy of every critical stage (encoding, writing, storing, decoding, and data recovery).

3.4 Task Objectives

3.4.1 Project Management

3.4.1.1 Kickoff Meeting

The Contractor shall hold a project kickoff meeting within 5 days after period of performance start date to include:

a. Introduction to the project team and discussion of roles.

b. Review the contract and functional requirements.

c. Review of the draft project management plan submitted with the proposal.

d. Discussion of Communications Plan/ coordination of meetings.

e. Initiation of immediate tasks (first 30 days).

f. Quality and acceptance criteria for deliverables.

3.4.1.2 Project Management Plan

The Contractor shall develop and implement a Project Management Plan (PMP). The PMP must detail milestones, activities, subcontracting plan, communications plan, organizational chart, personnel roles, and timelines for the deliverables and milestones of the data storage services. The PMP shall also include known risks and corresponding risk mitigation techniques.

The LOC shall provide any notes or request for updates for the Project Management Plan at the contract kickoff meeting. A final Project Management Plan with agreed upon changes and updates discussed/provided at kickoff meeting incorporated shall be provided within 10 business days after the kickoff meeting.

3.4.1.3 Reporting

a. The Contractor shall maintain clear government visibility into the program schedule, technical performance, and risks via bi-weekly reporting though the contractor may propose more frequent reporting). Reporting and analytics must be meaningful and inform the Library of up-to-date and comprehensive information regarding technical performance.

b. The Contractor must maintain regular communication with the COR regarding roadblocks, schedule risks, and changes in technical landscape. This includes scheduled meetings and presentations with relevant LOC staff regarding project updates.

c. After each relevant project phase outlined in Section 3.4.2, the Contractor must provide a formal report as listed in Section C.4.2 detailing the processes, lessons learned and results of the applicable project phase.

3.4.2 Novel High-Density Optical Data Storage

3.4.2.1 General

The contractor shall:

a. Provide historical error rates in addition to error rates for any work competed while working with the Library.

b. Deliver the entire 1TB dataset, preserved onto the medium of choice and contained within the permanent storage solution, to the Library. The contractor must validate that the media delivered to the Library data actually contains the Library’s data The LOC staff must be able to confirm validation for acceptance purposes.

c. Document processes, to include shortcomings, for reporting to the Library Contracting Officer’s Representative (COR).

3.4.2.2 Encoding/Writing

The contractor shall:

a. Receive and process 1TB of digital data in a variety of formats, to include video, audio, images, and text files. The transfer of government furnished information (GFI) will be facilitated by the Library via file transfer software and will be presented in the BagIt file packaging format. No GFI will be classified, personally identifiable information (PII), controlled unclassified information (CUI), or restricted access information.

b. Partition the data in the most space conscious manner. The fundamental purpose of this project is to determine the current feasibility/advantages of this technology. Therefore, the Library wants the data partitioned to ultimately be stored in a manner that occupies the smallest physical footprint, accounting for necessary redundancy, while still maintaining recoverability and random access.

c. Convert the data (4.2.3.1) into a usable format for encoding data to the high-density optical media of choice.

d. Utilize a robust encoding protocol for representing diverse data formats (video, audio, text, and images) on a the medium. The encoding process will aim to maintain the ability to faithfully and efficiently reconstruct the original data.

e. Ensure that the encoding process preserves the integrity of the original data with minimal loss or distortion. This includes the development of redundancy protocols to mitigate the risk of potential errors during encoding, writing, and ultimately data retrieval. While the Library will not define the extent of the redundancy the contractor chooses to implement, the contractor should plan for sufficient redundancy to ensure 100% data recovery. It is of interest to the Library to determine the number of copies required to ensure recovery in the future, and the Library wishes to consider this while analyzing the feasibility of this novel data storage solution.

f. Ensure the media containing the data can be validated for accuracy throughout the writing process, minimizing potential corruption during storage or ultimate retrieval.

g. A formal report detailing the error rates from validation testing and corrective actions required to remediate any known errors shall be provided after validation of the encoding and writing processes are completed.

h. Manufacture a data storage medium that has written an accurate representation of the data provided by the Library.

3.4.2.3 Storage Mechanisms

The contractor shall:

a. Store the media in secure and stable conditions to prevent degradation over time, ensuring long-term data preservation. The storage mechanism shall ensure the integrity of the chosen media for a minimum of 50 years on the

Library premises at or below 35°C (there is no minimum temperature) in an indoor environment with minimal humidity or UV controls. Consideration must be made for protecting the media from the risk of inadvertent drops and crushing. Conditions that ensure the integrity of the media must also be maintained during any transportation between the contractor and the Library. This includes consideration of the mode and shipping timeframe of the materials.

b. Collaborate with the Library to produce an effective presentation of small subset of the data for educational and artistic display purposes within the Library. This display can take many forms but must be modest in size, offline, low maintenance, and not requiring a power source.

c. Implement mechanisms to validate the storage process to detect any errors that may occur between writing and storage. The purpose of this is to validate data integrity before retrieval, preventing the risk of corrupted or incomplete data upon reading.

3.4.2.4 Searchability of Stored Data

The contractor shall:

a. Implement an encoding protocol that allows files to be recalled either individually or in manageable directories that are a subset of the larger dataset. The purpose is to ensure efficient random access.

b. Implement retrieval mechanisms that make it possible to access the desired files in a timeframe consistent with current industry standards associated with cold data storage. The retrieval timelines shall be reported to the Library and will be assessed as part of the Library’s analysis of the feasibility of the novel high-density optical data storage solution for the archival use-case.

c. Provide a formal report detailing the processes, lessons learned and results regarding the searchability of the Library’s data within the encoded media.

3.4.2.5 Data Retrieval and Decoding

The contractor shall:

a. Implement a decoding system that accurately reconstructs the original data

(video, audio, text, and images) from the media. This process must preserve the fidelity of the original content, minimizing errors in translation from the media to digital formats. While the Library understands the current limitations of the industry, the goal is to have 100% data recovery of the 1TB of provided data. The proximity to this benchmark and evaluation of process improvements by the contractor to reach this benchmark in the future will be a critical evaluation factor for the Library as it determines the feasibility novel high-density optical data storage solutions for its collection.

b. Retrieve the requested data from the dataset in its entirety at least once per phase.

c. Incorporate real-time error-correction during data retrieval to identify and correct any discrepancies or errors that could affect the integrity of the decoded data. Checksums will be provided in the BagIt file packaging format to assist with any data integrity validation upon retrieving any data.

d. Process data with a maximum retrieval size consistent with the size of the provided dataset. In this case, 1TB. Smaller scale retrieval, in the KB scale, will also be necessary to assess the capabilities of the technology (see 4.2.5.1).

e. Ensure that the decoding process is efficient enough to allow for the extraction of large data sets in a timeframe that is competitive with the current industry standard, while also being adaptable to future increases in data volume.

f. Disclose, in full, all data loss from reconstituted files. Provide the Library all files containing errors in addition to the corrected files as part of the reporting requirements.

g. Return to the Library the digital form of the entire dataset retrieved from the media in the same BagIt file packaging format from which it was received.

h. Provide a formal report detailing the processes, lessons learned and results regarding the recall and reading of the dataset written to the novel high-density optical media.

3.4.2.6 Scalability and Future-Proofing

The contractor shall:

a. Ensure that the Library’s data will be recoverable from the delivered media by any party for the future. This includes measures such as storing recovery instructions alongside the media to ensure recovery is possible regardless of the contractor’s continued participation in the marketplace.

b. Ensure that the system is compatible with future advancements in optical data storage technology and data management tools to maintain flexibility and adaptability as the field evolves. The contractor will only be responsible for maintaining and updating the technologies and tools for these data set for one year consistent with the Period of Performance listed in Section C.7.2;

however the intent is the data stored in the delivered media shall be recoverable by currently known technology in the future without additional alterations.

c. Display the general theoretical scalability of the chosen data storage solution for the LOC in a report that outlines predicted capabilities and potential future costs of the utilized processes to the petabyte scale and beyond. This shall also include a plan for incorporation of a full-scale storage scheme within the Library’s current storage ecosystem. This plan shall include all equipment and costs necessary for the Library to perform day-to-day operations without continual contractor support. This report should include a theoretical timeline for the Library to use in its feasibility analysis.

3.5 Deliverables

The following is the Library’s deliverables and deliverables due dates.

SOO

Reference No.

Description Due Date

3.4.1.1 Contract kickoff meeting (in coordination with

the Contracting Officer and COR)

Within 7 business days after period of performance start date

3.4.1.2 Proposed Project Management Plan (to include

subcontracting plan if applicable)

Included in final Proposal

3.4.1.1- 3.4.1.2 Final Project Management Plan with agreed upon changes and updates discussed/provided at kickoff meeting incorporated.

Within 14 days after kickoff meeting

3.4.1.3 Project Management: bi-weekly reporting At least every 14 days throughout the period of performance

3.4.1.3.c A formal report detailing the processes, lessons learned, and results regarding the complete encoding and writing of the Library’s GFI (digital preservation data) to the novel high-density optical storage media of choice.

Suggested 60 days after period of performance start date (following completion of encoding)

3.4.2.2.e- 3.4.2.2.f

Validation testing of the encoded and written high-density optical media.

Suggested 60 days after item Encoding report is complete

3.4.2.2.g A formal report detailing the error rates from validation testing and corrective actions required to remediate any known errors

Suggested 30 days after validation testing is complete

3.4.2.4.c A formal report detailing the processes, lessons learned and results regarding the searchability of the Library’s data within the chosen media.

Suggested 120 days after item initial encoding report is complete

3.4.2.5.h A formal report detailing the processes, lessons learned and results regarding the recall and reading of select data from the chosen media.

Suggested 240 days after initial encoding report is complete

3.4.2.5.g Digital copies of all data derived from the proposed data storage media delivered to the Library packed in the BagIt file packaging system.

Suggested 240 days after initial encoding report is complete

3.4.2.3.b Ship educational/artistic display Display to be received by the LOC No Later Than (NLT) 30 days prior to the end of the Period of Performance.

3.4.2.1.b Ship entire preserved collection to the Library Entire preserved collection to be received by the LOC NLT the end of the Period of Performance.

3.4.2.1.b Validate the preserved collection to be shipped to the Library.

Prior LOC acceptance of the preserved collection.

3.4.2.6.c A formal report detailing the scalability and interoperability of the executed processes to the petabyte scale. Report must contain commentary on technical capabilities but also potential future cost.

NLT the end of the Period of Performance

3.6 Key Personnel

The following positions shall be designated as key personnel in accordance with Library Clause LC52.237-1:

Project Manager - Minimum qualifications shall include:

o Ability to communicate both orally and in writing with senior level executives o Ability to meet critical deadlines o Expertise in oversight of federal contract execution o At least 5 years of project management experience with demonstrated success in the planning and execution of projects of similar scope and complexity, o Demonstrated ability to provide guidance and direction to contractor staff for specific projects or sub-tasks.

o Minimum three years’ experience managing risks, including the determination and implementation of mitigation and contingency plans and/or strategies.

The contractor shall provide a Project Manager who shall be responsible for the oversight of the performance of the work The name of this person and an alternate who shall act for the contractor when the Project Manager is absent on a short-term basis shall be designated in writing to the Contracting Officer. The Project Manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The Project Manager or alternate shall be available during core business hours (11:00AM-3:00PM EST), Monday-Friday.

3.7 Additional Personnel Qualifications

Contractor shall provide Technical Experts with demonstrated experience in the high-density optical data storage space with proven track records accurately executing all objectives written above. Technical Experts must not only be capable of executing the objectives but executing them on schedule and on a firm-fixed price.

These personnel must work closely with the Project Manager to ensure reporting is representative of the work.

3.8 Additional Information

3.8.1 Government Furnished Property and Information

The Library will provide the following Government Furnished Information (GFI):

The following items are provided with the solicitation:

- Library’s Project Management Plan template.

After contract award, the following documents will be made available to the contractor:

- Preservation data to be utilized for this project (1.0Tb of digital data with an optional 500GB of additional data) to be transferred to Contractor after award via secure data transfer service.

o NOTE: No LOC Network Access will be required under this requirement.

3.8.2 Period and Place of Performance

The Period of Performance will be one year. The work under the contract will be performed at the Contractor’s Facility, communications will occur in a digital environment.

3.8.3 Proposed Contract Line Item (CLIN) structure

The anticipated contract will be a firm-fixed-price contract. The following chart is a LOC proposed Contract Line Item (CLIN) structure for these requirements. Pricing would occur by CLIN and payments would be made upon delivery of services compliant with the contract terms and conditions, after review and acceptance by the Contracting Officer’s Representative (COR):

CLIN # Description Contract Period

Period of Performance Start

Period of Performance End

Payment Due

0001 Project Management Deliverables (Contractor shall provide comprehensive reporting on processes, lessons learned, and integration feasibility to inform post-project analysis by Library staff.)

Base 01/04/2027 01/03/2028 Within 30 days of receipt and acceptance of each formal report.

0002 Encoding, validating, storing, and sequencing 1TB of data to high-density optical media of choice

Base 01/04/2027 01/03/2028 Upon completion of encoding 1TB of data to high-density optical media of choice review and acceptance.

0003 Artistic/educational display for use in Library spaces

Base 01/04/2027 01/03/2028 Within 30 days of delivery and acceptance.

(End of Draft Statement of Work)