final_NAMA-15-Q-0009.docx

This is a combined synopsis/solicitation for commercial items in accordance with the format in FAR Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, 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 NAMA-15-Q-0009 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 2005-81 effective April 10, 2015. CONTRACT LINE ITEM NUMBERS: See Attachment 1, Schedule of Prices. REQUIREMENT: The National Archives and Records Administration (NARA) requires the services of a contractor to provide the following photographic services in accordance with Attachment 2, Statement of Work: create archival-quality 16mm duplicates of original film (8mm, Super 8mm, and 9.5mm formats), as well as, soundtrack and digital copy in accordance with Attachment 2, Statement of Work. DATES/PLACE OF DELIVERY: See Attachment 2, Statement of Work, for pick-up and delivery instructions. F.O.B.: Destination. The following Federal Acquisition Regulation (FAR) clauses are incorporated and are to remain in full force in any resultant fixed price contract, with the exception of FAR provisions which will be removed prior to award: FAR 52.212-1, Instructions to Offerors - Commercial Items (Apr 2014). 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, unless another time period is specified in an addendum to the solicitation. (2) Delete paragraph (h), Multiple Awards. See Attachment 3, Quotation Submission Instructions, for additional quotation submission instructions. EVALUATION (In lieu of FAR 52.212-2): See Attachment 4, Evaluation Factors. The firm-fixed unit prices must include the fully burdened cost for delivering the supplies required by this contract. See Attachment 1, Schedule of Prices. 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 complete rationale, justification, and the cost impact of each exception noted. The Government reserves the right to make an award on the initial quotation without discussions of this procurement. For evaluation purposes, the fixed price for each Contract Line Item Number (CLIN) will be determined by multiplying the firm-fixed unit price by the maximum quantity of units, and the evaluated price will be determined by summing the ceiling price of all CLINs. FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (March 2015) - An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically via http://www.acquisition.gov. If an offeror has not completed the annual representations and certifications electronically at the System for Award Management (SAM) website, the offeror shall complete only paragraphs (c) through (p) of this provision; FAR 52.212-4, Contract Terms and Conditions - Commercial RFQ No.: NAMA-15-Q-0009 Preservation Duplication of Small Gauge Films

Items (Dec 2014) -- see Attachment 6, Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4). FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (Apr 2015) – see Attachment 5, FAR Clauses for the full text of this clause and for additional applicable FAR clauses. QUESTIONS: Questions regarding this RFQ must be submitted in writing to Mrs. Evelyn Dean no later than 4:00 PM E.T. on May 15, 2015 to be considered. Questions submitted at a later date will not be answered. The Government will answer questions or requests for clarification via a written RFQ amendment. RFQ CLOSE DATE: Quotations should be received by 5:00 PM E.T. on June 4, 2015. Failure to submit quotations in accordance with Attachment 3, Quotation Submission Instructions, by the due date may result in rejection of the quotation as untimely.

CONTRACT LINE ITEM

NO.

UNIT OF

ISSUE

UNIT

PRICE

TOTAL FIRM

FIXED-PRICE

Base Year: Months 1 - 12 Duplicate 8mm film in accordance with Attachment 1, Statement of Work.

Foot

Duplicate Super 8mm film in accordance with Attachment 1, Statement of Work.

Foot

Duplicate 9.5mm film in accordance with Attachment 1, Statement of Work.

Foot

Sound track for 8mm, Super 8mm, and 9.5mm

Foot

Digital Copy in accordance with Attachment 1, Statement of Work

Additional Services as needed in accordance with Attachment 1, Statement of Work.

Reserved.

Duplicate 8mm film in accordance with Attachment 1, Statement of Work.

Foot

Duplicate Super 8mm film in accordance with Attachment 1, Statement of Work.

Foot

Duplicate 9.5mm film in accordance with Attachment 1, Statement of Work.

Foot

Sound track for 8mm, Super 8mm, and 9.5mm

Foot

Digital Copy in accordance with Attachment 1, Statement of Work

Additional Services as needed in accordance with Attachment 1, Statement of Work.

Reserved.

ATTACHMENT 1

SCHEDULE OF PRICES

CONTRACT LINE ITEM

UNIT OF

ISSUE

UNIT

PRICE

TOTAL FIRM

Option Year II: Months 25 - 36 Duplicate 8mm film in accordance with Attachment 1, Statement of Work.

Foot

Duplicate Super 8mm film in accordance with Attachment 1, Statement of Work.

Foot

Duplicate 9.5mm film in accordance with Attachment 1, Statement of Work.

Foot

Sound track for 8mm, Super 8mm, and 9.5mm

Foot

Digital Copy in accordance with Attachment 1, Statement of Work

Additional Services as needed in accordance with Attachment 1, Statement of Work.

Reserved.

Duplicate 8mm film in accordance with Attachment 1, Statement of Work.

Foot

Duplicate Super 8mm film in accordance with Attachment 1, Statement of Work.

Foot

Duplicate 9.5mm film in accordance with Attachment 1, Statement of Work.

Foot

Sound track for 8mm, Super 8mm, and 9.5mm

Foot

Digital Copy in accordance with Attachment 1, Statement of Work

Additional Services as needed in accordance with Attachment 1, Statement of Work.

Reserved.

CONTRACT LINE ITEM

UNIT OF

ISSUE

UNIT

PRICE

TOTAL FIRM

Option Year IV: Months 49 - 60 Duplicate 8mm film in accordance with Attachment 1, Statement of Work.

Foot

Duplicate Super 8mm film in accordance with Attachment 1, Statement of Work.

Foot

Duplicate 9.5mm film in accordance with Attachment 1, Statement of Work.

Foot

Sound track for 8mm, Super 8mm, and 9.5mm

Foot

Digital Copy in accordance with Attachment 1, Statement of Work

Additional Services as needed in accordance with Attachment 1, Statement of Work.

Reserved.

ATTACHMENT 2

STATEMENT OF WORK

NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

THE SPECIAL MEDIA RECORDS DIVISION, MOTION PICTURE BRANCH

Preservation Duplication of Small Gauge Films

1.0 BACKGROUND

The National Archives and Records Administration (NARA) is the repository of permanently valuable historical records in a variety of formats and technologies that document the activities of the U.S. Government and its programs. NARA is headquartered in the Washington, DC area with regional archives, records centers, and Presidential Libraries in locations throughout the country. The National Archives facility at College Park (“Archives II”) houses most of the motion pictures in the Special Media Records Division, Motion Picture Branch.

2.0 BASIC REQUIREMENTS

2.1 Objective. NARA needs to preserve the content of the original Regular 8 millimeter (mm) format, Super 8mm format, and 9.5mm films by creating a fully timed, polyester base, 16mm blow-up of each original small gauge film “document” in NARA’s Preservation Programs Division (RX) and Special Media Records Division, Motion Picture Branch (RDSM) motion picture holdings. A second copy is also to be created from the first generation copy to be used as a reproduction master. The first 16mm copy will become NARA’s “additional preservation copy” and will be stored in a reduced temperature environment to ensure its long-term safety. The second copy, a 16mm film intermediate, will be used for further reproduction by NARA on film, video or some other technology. Thus if the original of a roll is a print, the first 16mm blow-up is to be a dupe negative (or color internegative) and the second copy a fine grain master or color print. An additional dual bi-lateral track is required if the original contains optical or magnetic sound. The second copy, to be used for reproduction purposes, must contain composite optical sound if the original contains optical or magnetic sound. If the original 8mm or 9.5mm film is scanned and the 16mm blow-up is printed from the file both 16mm blow-ups should be negatives. Scanning requirements will be outlined in section 4.0. Deliveries of files will apply only to 8mm originals coming from the Presidential Libraries (LP).

2.2 Scope.

2.2.1 NARA has identified original film 8mm and Super8mm films in its holdings which require preservation reformatting. Some are black-and-white and some are color. A few of the Super 8mm films are loaded into cartridges that can be disassembled and the film dealt with as if rolled on conventional projection reels for this gauge and format.

2.2.2 In the process of making new copies, only minimum actions or processes shall be taken to modify or change the images as they now exist. Cleaning and liquid gate printing are called for. However, subjective “color correction” shall not be applied in the printing of these original film elements. The intent is to capture, as faithfully as possible, that component of the original film’s “look” as it currently exists. It is further recognized that future users of copies made from these films for production purposes (“repurposing”) can apply digital image improvement techniques at relatively low cost because of the short length of films involved.

2.2.3 The film may either be printed optically or scanned and then a film copy printed out from the file. RDSM doesn’t require a copy of this digital file, but LP may request a copy.

2.3 All work shall be performed at the Contractor’s work site. Subcontractors will not be permitted.

2.4 Ordering Period. The ordering period for this contract shall be for one year after award, plus four (4) 12-month option years.

2.5 Delivery Date. All work must be completed within one year from the date of pick-up of the original film.

3.0 DEFINITIONS

3.1 Aspect Ratio. A description of the frame area of the image, typically expressed as a proportion comparing the horizontal width of the image to its height (4:3). Aspect ratio may also be expressed as a decimal figure (4 divided 3 = 1.33).

3.2 Frame Rate. The velocity of the film as it was exposed in the camera measured in frames per second (fps). Typically, R8 and S8 films were exposed at 16 fps, 18 fps or 24 fps but other rates are possible. R8 and S8 cameras were typically spring motor equipped or battery operated so that frame rates might vary within a reel as the camera spring wound down or the battery power was reduced from use.

3.3 Regular8/Dual 8mm film. This refers to the format in which 16mm wide film stock was perforated to match the Kodak-introduced 8mm format of 1932. In this format, the film was exposed in two passes through the camera. The first pass photographed one lengthwise strip of approximate 8mm width. The film was then reversed in the camera and the second 8mm wide lengthwise strip was photographed. Following processing, the original camera film was split into its two 8mm lengths and the two were spliced together. In some cases, the original, unexposed film might have been 16mm-wide stock loaded into cartridges or even 8mm-wide cartridge-loaded camera film. In all cases, the original NARA films to be reproduced will be in their 8mm width.

3.4 Super 8mm film. This refers to the format introduced by Kodak in 1965 which uses 8mm wide film stock with a different perforation standard to produce an image that is wider than Regular 8/Dual8. The aspect ratio of the image is therefore different. Super 8mm camera film was cartridge loaded in the factory. In all cases, NARA’s Super 8mm film exists on reels except for a few items that are loaded into projector cartridges for continuous play purposes.

3.5 Nine and one-half millimeter (9.5mm) film. This refers to the format introduced by Pathe in 1922 as a home movie format. The sprocket perforations were placed between the frames, rather than the edge, resulting in a film frame which is close to that of the 16mm frame. The frame rate is also close to that of a 16mm film. This film format was popular in France and Great Britain.

4.0 SPECIFIC REQUIREMENTS

The work performed should include the following or similar processes:

4.1 The Contractor is required to inspect, clean, and repair as needed all films to be transferred to 16mm.

4.1.1 Inspection must be via hand rewinders using an eye loupe rather than more traditional film viewing devices commonly used and generally acceptable for new, flexible film. Archival film, by its nature and unless proven otherwise, must be assumed to be worn, spliced, brittle, and shrunken and therefore to require special handling.

4.1.2 Cleaning must be done using the type of ultrasonic cleaner designed for use with small gauge film (RTI ultrasonic machines or equivalents.) The chemical solution to be used in the device must be approved in advance by the COR for the government and the machine must be equipped with air knives or other technology to ensure it is fully dried before winding. The fluid must be safe for magnetic stripe film if such film stock is found among the original rolls. If a specific cleaning machine is not available hand cleaning with lint free cloths using 99.9% isopropyl alcohol and/ or PTR rollers is acceptable.

4.1.3 Perforation repair tape may have to be used on some rolls and the film preparation technician shall use the smallest amount of this tape possible.

4.2 Liquid gate printing. If the contractor determines that base scratches on particular rolls can be optically eliminated by the use of wet gate printing, such technology shall be used. The chemical solution to be used in the device must be approved in advance by the COR and the printer must be equipped with air knives or other technology to ensure the film is fully dried before winding. The fluid must be safe for magnetic stripe film if such film stock is found among the rolls to be wet gated.

4.3 Sound Tracks. A separate dual bilateral optical track is required as a work product of this contract for each roll found to contain original optical or magnetic sound. The second generation 16mm copy must be composite if the original contains optical or magnetic sound.

4.4 Scanning. If the vendor scans the film prior to creation of film elements the film must be scanned with the minimum requirements as follows:

Image Data

· DPX (Digital Picture Exchange) as defined by SMPTE 268M-1994

· Uncompressed

· Version 1 or 2

· Bit Depth: 10 Bit

· Resolution: 2K (2048x1556)

· Color space: 4:4:4

· Color model: RGB

· Byte order: Big endian Audio Data (if present)

· Broadcast WAV (.wav) as defined by The European Broadcasting Union in document Tech 3285

· Uncompressed

· Version: 1

· Encoded to Linear Pulse Code Modulation (LPCM)

· Sampling frequency: 96 kHz

· Bit depth: 24

· Sound field: mono or dual mono

4.4 Existing Leaders. The entire length of the original film documents shall be reproduced by the Contractor, including head and tail leaders, burned and damaged frames, long stretches of black and sections where there is perforation damage. The Motion Picture Preservation Lab will inspect all elements prior to delivery to the vendor and will attach appropriate leader at that time.

4.5 Test Targets. A Laboratory Aim Density (LAD) patch shall be attached to the head of the original film elements, outside of all the leader material currently on the film (all leader currently on the original elements is to be printed on the new stocks), as a control testing area for subsequent analysis. Benchmark black and white or RGB (Red, Blue, Green: the order of printer points used to describe a printer setting for a scene) values shall be determined and documented for this patch prior to first use of the original film elements in printers. The test target shall be printed on all subsequent film elements. Exposure and processing of subsequent elements shall yield appropriate RGB values for the LAD.

4.6 Film Processing. All film elements shall be processed to the film manufacturer's recommended specifications for the various film stocks involved in the project. All work shall conform to applicable portions of standards established by Society of Motion Picture and Television Engineers (SMPTE), Association of Cinema and Video Laboratories (ACVL), American National Standards Institute (ANSI), NARA , etc., which are listed in SOW Attachment 1.

4.7 Film Testing. All copies of the originals shall be processed and then tested to meet the appropriate archival standards as specified in ANSI IT9.2.

4.8 Final Products. From each original roll, the contractor shall supply:

4.8.1 A fully timed 16mm polyester base next generation negative or positive image in black and white or color to match the original 8mm or 9.5mm gauge film provided, with an additional dual bilateral optical soundtrack if sound is present on the original.

4.8.2 A 16mm second generation copy made from the first generation 16mm negative or positive which had been made from the 8mm or 9.5mm original with composite sound if present on original.

4.8.3 All 16mm copies to be head and tail leadered with polyester base leader in accordance with specifications elsewhere in this Statement of Work.

4.8.4 All 16mm copies to be core wound on 3” diameter standard cores with the free end of the film taped down using artists white paper tape. The films may be delivered to NARA in plastic bags in metal cans. NARA will re-can the films in archivally acceptable plastic containers after inspecting them.

4.8.5 File shall be either 2K DPX, or Uncompressed AVI, or WAV (if sound). Some presidential Libraries may have file needs and specifications outside of these requirements, in which case, said presidential Library shall work directly with the contractor. Requirements Below:

4.8.6 Scanning. If the vendor shall be scanning the film prior to creation of film elements the film must be scanned with the minimum requirements as follows:

Image Data

· DPX (Digital Picture Exchange) as defined by SMPTE 268M-1994

· Uncompressed

· Version 1 or 2

· Bit Depth: 10 Bit

· Resolution: 2K (2048x1556)

· Color space: 4:4:4

· Color model: RGB

· Byte order: Big endian Audio Data (if present)

· Broadcast WAV (.wav) as defined by The European Broadcasting Union in document Tech 3285

· Uncompressed

· Version: 1

· Encoded to Linear Pulse Code Modulation (LPCM)

· Sampling frequency: 96 kHz

· Bit depth: 24

· Sound field: mono or dual mono

HD AVI

· Timecode: Source LTC/VITC

· Target Total Bitrate: ~80.5 Mbps Video data

· Frame size: 1920x1080

· Video codec: Uncompressed

· Video frame rate: 24 fps

· Color encoding: YUY2

· Chroma format: 4:2:2

· Progressive scan Audio data

· Audio channels: 1 discrete (2 AES pairs)

· Audio codec: PCM

· Audio sample rate: 48 KHz

· Audio sample size: 24 bit

4.9 Leaders. The Contractor shall attach polyester leaders to the finished 16mm copies: 12’-feet of white or light struck polyester leader on the head and 10’-feet of white polyester base leader plus a final 2’-feet of black on the tail and label them with the NARA file number (record group, series [if any] and item number), the emulsion type using standard NARA abbreviations (see SOW Attachment 2). Each roll shall be wound on a 3”-inch diameter standard core and housed as described in (section 4.8.4) above. The cans shall be labeled in a black, permanent marker pen, with the NARA file (record group, series (if any) and item number), and emulsion number.

4.10 Inspection Report. The Contractor shall create an inspection report for each of the original rolls and submit that documentation to the government at the conclusion of the project. The inspection report shall also document any repairs made to the rolls by the location from the head of the roll and a description of the repair.

4.11 Delivery Schedule.

4.11.1 Film Deliverables. Once the Contractor has submitted a deliverable to the Contracting Officer’s Representative (COR), the Government will have 21 business days to review the deliverable. During that time 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, it shall be completed within 21 business days, and shall be at no additional cost to the Government.

Processed motion picture film in accordance with SOW section 4.8.

· Two sets of 16mm copies

· Sound track (if needed) Within one year from date of pick-up of originals.

4.11.2 File Deliverables

4.11.3 As a point of clarification, digital files will only be delivered to NARA’s presidential libraries. Each delivery order will specify details. There are 13 presidential libraries within the scope of this requirement.

5.0 STORAGE, PROTECTION, HANDLING, TRANSPORTATION OF ARCHIVAL ORIGINAL FILM

The originals will be packaged in individual numbered film cans and those cans shall not be changed by the contractor. Blank Leader may be added to Original Leader for threading purposes. Original Leader or markings may not be removed or altered otherwise. The National Archives will package the original films for shipment and will require the contractor to pick them up. Each shipment will be accompanied by an inventory (Receipt of Materials) that lists each film by its unique NARA file or item number. Upon receipt of shipment, the contractor shall verify the inventory, sign a copy of it, and fax that signed Receipt of Materials back to the COR within two business days. Any deviation(s) from that inventory shall be reported on the inventory in order to be known by both the contractor and by NARA immediately. The receipt shall then constitute a written record of the acceptance of the shipment by the contractor.

Given the historical and permanent record character of these films, the contractor shall take all necessary steps to safeguard these materials in accordance with the provisions listed below:

5.1 Storage and Protection

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

5.1.2 Storage, transportation, and use temperatures shall not exceed 68 degrees Fahrenheit and not exceed 40% Relative Humidity

5.1.3 The contractor’s facility must have a monitored fire detection system that automatically dispatches the fire department to the laboratory regardless of day or time.

5.1.4 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 or in accordance with the requirements of the local fire protection authority.

5.1.5 The contractor’s facility must have good ventilation and be free from gaseous fumes such as those emitted from chemical stores or freshly painted rooms.

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

5.1.7 Security System. The Contractor shall have an acceptable security system in place, a UL-listed Class AA mercantile system, monitored by a UL-listed Class A central station.

5.2 Handling

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

5.2.2 Smoking, beverages and food must be prohibited in the receiving and shipping areas, the media storage area, and the technical equipment facility.

5.2.3 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 printer by the leader and not by the picture or sound portion of the reel.

5.2.4 In film rewinding, the contractor must use only manual rewinds and avoid sudden starts and stops, aiming for a smooth and even wind that will not cinch the film. Archival film, by its nature and unless proven otherwise, must be assumed to be worn, spliced, brittle, and shrunken and therefore to require special handling.

After copying, the film should be left tails out on a core and returned in its original container. The free end of the film should be taped down to the film pack.

5.2.5 If the original film is black and white, it should not be bagged or re-bagged. Tissue paper, clear plastic bags, or written documents may not be placed in the cans. (Note: In some cases there may be older documents in the can: timing tapes, inspection cards, etc. Those should remain in the can.) (Note: NARA preservation practice calls for acetate base motion picture film to be un-bagged 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.)

5.2.6 As all film will be inspected at the NARA Lab no film should arrive in bags. No other type of bag should be used. Tissue paper, clear plastic bags, or written documents may not be placed in the cans.

5.2.7 The original archival films should 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.

5.2.8 All equipment that comes in contact with the film must be of professional quality, in good working order, and cleaned and maintained regularly. The Government reserves the right to inspect and test all such equipment to ensure that it is not likely to scratch the base or emulsion, distort or otherwise damage the perforations, or twist or snag the film, etc.

5.2.9 Should repair splicing of original archival film be necessary, tape splices are acceptable when a splice occurs in the body of the film and the use of cement splices will cause any frame losses. If no additional frame loss will occur, use only fresh cement and wipe off excess cement before it dries. Each splice should be tested before the film is loaded on the telecine to ensure its smooth passage through the transfer machine. Every effort must be made to minimize the removal and loss of existing footage, therefore, splicing should remove the fewest number of frames possible. Any splicing required must be reported to the COR.

5.2.10 Perforation repair tape may have to be used on some rolls and the film preparation technician shall use the smallest amount of this tape possible.

5.2.11 Many of the films have been previously inspected by NARA. If the contractor finds film in poor condition due to high shrinkage (greater than .6% for 8mm film), brittleness, breakage, multiple failed splices, or other conditions that may result in further damage to the film if it is copied, it should be returned to NARA uncopied. NARA will then assess the condition and take corrective action or cause preservation duplication to take place.

5.2.12 The contractor is encouraged to provide any comments about the technical condition of original film to the COR. Such notes may be provided to NARA by placing them in an envelope taped to the outside of the film can or communicated to the COR by telephone, fax or e-mail.

5.2.13 Cleaning must be done using the type of ultrasonic cleaner designed for use with small gauge film (RTI ultrasonic machines or equivalents.) The chemical solution to be used in the device must be approved in advance by the COR for the government and the machine must be equipped with air knives or other technology to ensure it is fully dried before winding. The fluid must be safe for magnetic stripe film if such film stock is found among the original rolls. If a specific cleaning machine is not available hand cleaning with lint free cloths using 99.9% isopropyl alcohol and/ or PTR rollers is acceptable.

5.2.14 Liquid gate printing. If the contractor determines that base scratches on particular rolls can be optically eliminated by the use of wet gate printing, such technology shall be used. The chemical solution to be used in the device must be approved in advance by the COR and the printer must be equipped with air knives or other technology to ensure the film is fully dried before winding. The fluid must be safe for magnetic stripe film if such film stock is found among the rolls to be wet gated.

5.3 Transportation

5.3.1 The originals and deliverables will be picked up and delivered by representatives of the contractor, or by bond representatives of the contractor, if the successful contractor is located within a 50-mile radius Archives II. If the successful contractor is outside the 50-mile radius of Archives II, then originals and deliverables will be shipped by overnight (next-day) shipping service with shipment tracking.

5.3.2 The original 8mm and 9.5 mm films and the 16mm deliverables of this contract shall be packaged separately in cartons to be returned separately (originals must not travel in the same vehicle with the newly created copies) to NARA. The cartons 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. Files on supplied hard drives may be delivered directly back to the requesting Presidential Library.

5.3.3 Pick-up of Original Film. The contractor shall pick up the archival film not later than one work day after being notified by NARA that it is available for pick up. It shall be delivered to the contractor’s facility on the same day it is picked up without overnight storage at a location other than NARA or the contractor’s facility. Originals will be picked up at the NARA Mailroom located at: 3301 Metzerott Road, College Park, MD 20740, Monday through Friday, during the hours of 9:00 AM and 4:00 PM, excluding federal holidays.

5.3.4 Transport Temperature. While enroute the ambient temperature in the portion of the vehicle where the film is 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.

5.3.5 Only a secure, closed vehicle will be permitted to carry archival film. Trunks of private cars are not acceptable. The vehicle must not be used to transport chemicals or other dangerous materials while transporting NARA film.

5.3.6 Return of Original Film and Deliverables. Upon completion of work, the contractor will return the originals and deliverables to the NARA Mailroom located at: 3301 Metzerott Road, College Park, MD 20740, Monday through Friday, during the hours of 9:00 AM and 4:00 PM, excluding federal holidays. It is the responsibility of the contractor to ensure that arrival of shipments occurs between the hours of 9:00 AM and 4:00 PM, Monday through Friday, excluding federal holidays. The contractor must deliver the originals and the deliverables to NARA in accordance with the paragraphs of SOW section 5.0. The NARA film lab will re-inspect the originals and new film copies in order to fill out a complete inspection report before returning all reels to the Presidential Libraries

5.3.7 Delivery of Digital Copies Files shall be placed on hard drives provided by NARA and may be delivered directly back to the requesting Presidential Library, not back to Archives II (College Park, MD).

6.0 INSPECTION, ACCEPTANCE, AND REJECTION

NARA may institute an inspection program for all or a portion of the original film materials that are provided for duplication. This inspection of material, especially the film, is to determine whether the contractor's handling practices or equipment is damaging the government's archival originals.

6.1 NARA may exercise such quality assurance measures as it deems necessary to judge the quality of the duplicates.

6.2 NARA may return unsatisfactory copies to the contractor not later than 21 business days after initial receipt of copies for re-transferring at the contractor's expense. Neither NARA nor the contractor shall bear any responsibility for unsatisfactory copies that are the result of defects inherent in the originals (e.g., copied cellulose nitrate deterioration).

6.3 The National Archives reserves the right to inspect the contractor's facilities prior to the award of the contract and during the term of the contract. This inspection may include its receiving, storage, film preparation, laboratory, and shipping areas.

7.0 ADDITIONAL SERVICES

Additional Services is defined as any work, requested and authorized by the Government, that is not covered elsewhere in this SOW, such as extra cleaning, film repair (including repairing splices as noted in SOW section 5.2.9), re-plasticizer treatment, and overscanning (scanning edge to edge of the film). Work must be performed immediately, if necessary, e.g., an exigency or emergency. There is no guaranteed minimum quantity of work to be performed under the Additional Services portion of this contract in any given contract year. The Government is not obligated to place any orders under this task order for Additional Services.

SOW ATTACHMENT 1

STANDARDS

ANSI/PIMA IT9.1-1996 Spec. for Image Stability (residual Thiosulphate)

ANSI/PIMA IT9.2-1998 Spec. for Filing Enclosures and Storage Containers

ANSI/PIMA IT9.17-1998 Procedure for Determining Residual Thiosulphate

SMPTE 7-1999 16 mm Camera Aperture and Usage

SMPTE 231-1999 Regular 8 mm Camera Aperture Image and Usage

ACVL Handbook of Recommended Procedures for Motion Picture Lab Services

SMPTE RP 180-1999 Spectral Conditions Defining Printing Density in Motion Picture Intermediate Films

SMPTE RP 131-1994 Storage of Motion Picture films

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

SOW ATTACHMENT 2

FILM ABBREVIATION LIST

Film: 1/4" MAG scope note: 1/4-inch Sync Reel-to-Reel Film: 1/4" MAGW scope note: 1/4-inch Wild Sound Reel-to-Reel Film: CRI scope note: Color Reversal Internegative Film: DNC scope note: Duplicate Negative, Composite Film: DNS scope note: Duplicate Negative, Silent Film: DNT scope note: Duplicate Negative Track Film: FGMC scope note: Fine Grain Master Composite Film: FGMS scope note: Fine Grain Master Silent Film: INCK scope note: Internegative, Composite, Color Film: INSK scope note: Internegative, Silent, Color Film: INTPCK scope note: Interpositive, Composite, Color Film: INTPSK scope note: Interpositive, Silent, Color Film: MAG scope note: Full Coat Magnetic Sound Track Film: MAGS scope note: Magnetic Tape Stripe Sound Track Film: MAGSC scope note: Magnetic Tape Stripe, Composite Film: MPC scope note: Master Positive, Composite Film: MPCK scope note: Master Positive, Composite, Silent Film: MPPC scope note: Master Projection Print, Composite Film: MPPCK scope note: Master Projection Print, Composite, Color Film: MPPS scope note: Master Projection Print, Silent Film: MPPSK scope note: Master Projection Print, Silent, Color Film: MPS scope note: Master Positive, Silent Film: MPSK scope note: Master Positive, Silent, Color Film: MPT scope note: 35/16mm Master Positive Track Film: MRCK scope note: Master Reversal, Composite Color Film: MRSK scope note: Master Reversal, Silent, Color Film: RCK scope note: Reversal, Composite, Color Film: RSK scope note: Reversal, Silent, Color Film: ONC scope note: Original Negative, Composite Film: ONCK scope note: Original Negative, Composite, Color Film: ONS scope note: Original Negative, Silent Film: ONSK scope note: Original Negative, Silent, Color Film: ONT scope note: Original Negative Track Film: ORC scope note: Original Reversal, Composite Film: ORCK scope note: Original Reversal, Composite, Color Film: ORS scope note: Original Reversal, Silent Film: ORSK scope note: Original Reversal, Silent, Color Film: PPC scope note: Projection Print, Composite Film: PPCK scope note: Projection Print, Composite, Color Film: PPS scope note: Projection Print, Silent Film: PPSK scope note: Projection Print, Silent, Color.

ATTACHMENT 3

QUOTATION SUBMISSION INSTRUCTIONS

The National Archives and Records Administration (NARA) requires Contractors to provide a written quotation to NARA officials for the purposes of assuring that the prospective Contractor fully understands the scope of this requirement and has the capability to complete all Statement of Work (SOW) requirements. NARA will incorporate the written quotation into the contract.

Quotations are to be submitted in three volumes: Volume I, Technical Quotation, Volume II, Relevant Past Performance, and Volume III, Price Quotation. Please, no binders (two-ring, three-ring, etc.)!

1. Content of the Technical Quotation (Volume I). The Vendor’s technical quotation to the Government must demonstrate the Vendor’s technical understanding and approach and management and quality control. The purpose of the technical quotation is to enable the Government to assess and determine the soundness of each Contractor’s capabilities in accordance with the Evaluation Factors for Award contained in Attachment 4. As such, it is in the Contractor’s interest to refrain from using statements such as “the Contractor understands”, “the Contractor can and will comply with the requirements”, “standard procedures will be used”, “well known techniques will be used”, or statements that paraphrase/re-state the Statement of Work in whole or in part. The technical quotation must not include any price or cost information.

The contractor shall prepare a Project Plan and a Quality Control Plan describing how it intends to provide the deliverables described in the SOW. This submission shall not exceed 30 pages or each document, 8.5 inches by 11 inches.

a. At a minimum the Project Plan needs to address the following areas:

i. The Contractor’s methodology (e.g. techniques, machines, etc.) for inspecting, cleaning, and repairing (as needed) all films to be transferred to 16mm as a part of this project.

ii. The Contractor’s methodology (e.g. techniques, machines, etc.) for transferring and printing the duplicates

b. At a minimum the Quality Control Plan needs to address the Contractor’s proposed methodology for mitigating threats, challenges, and risks to performance, such as loss or damage to originals and duplicates.

2. Relevant Past Performance Information (Volume II). The quotation must describe the Contractor’s recent work performed since 2010 and relevant corporate performance on at least three (3) but no more than five (5) contracts/task orders related to the type of work outlined in the SOW. Relevant contracts/task orders are those that are of similar scope, magnitude, nature, and work. The Contractor’s relevant past performance information must include the following:

i. Contract Number(s); type of contract; period of performance; total original, present, or final contract dollar value; and specify whether the Vendor was the prime Contractor or the subcontractor. If Contractor was performing as a subcontractor on the contract/task order, they must clearly indicate the extent of involvement of subcontractor work in the effort such as 40% of the total labor hours or total contract dollar value.

ii. Company or Agency’s name, address, e-mail address, telephone and fax numbers (both contractual and technical personnel) at the Federal, State, Local Government, or Commercial entity for which the contract was performed. Please verify the telephone numbers provided are current and correct. Contractors are encouraged to verify that references are willing to provide the service prior to designating the person/agency as a reference.

iii. Detailed description of the work performed and comparability to the proposed effort. Rationale must be provided to demonstrate how contract work is comparable to proposed effort.

iv. Clear statements describing whether the contract services and schedules were completed on time, with a quality product conforming to the contract, without any degradation in performance or customer satisfaction.

v. The number; type; frequency; duration and impact of any quality, delivery or cost problems in performing the contract; the corrective action taken, if any; and the effectiveness of the corrective action.

Note: Failure to submit the required Relevant Past Performance Information by the due date may result in rejection of the quote unless the contractor has certified that it has no relevant, directly related or similar past performance experiences. If a contractor has no relevant past performance it MUST submit a statement affirming it has no relevant past performance.

3. Price Quotation (Volume III). Submission of certified cost or pricing data is not required. In addition, Contractors are encouraged to discount their prices. Price quotations shall be submitted in accordance with Attachment 1, Schedule of Prices.

a. Delivery date is one year from date of pick-up of originals.

b. The Contractor must provide the following information on the first page of the pricing quotation:

(i) RFQ Number;

(ii) Name and address of Contractor;

(iii) Name and telephone number of point of contact;

(iv) Name of contract administration office (if available); and

(v) Proposed prices per the Schedule of Prices - best prices offered to the Government (See Attachment 1).

4. Quotation Submission. In order for your quotation to be considered complete and eligible for evaluation, you must submit the following information not later than 4:00 PM Eastern Time, June 4, 2015:

An original hard copy submission of each quotation should be mailed to National Archives and Records Administration (NARA), Attention: Mrs. Evelyn Dean (NAMA-15-Q-0009), 8601 Adelphi Road, Room 3340, College Park, MD 20740-6001. Additionally, an electronic submission of each quotation should also be e-mailed to: evelyn.dean@nara.gov. Contractors 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.

In lieu of e-mail for the electronic submission, Contractors may mail a CD of each quotation to National Archives and Records Administration (NARA), Attention: Mrs. Evelyn Dean (NAMA-15-Q-0009), 8601 Adelphi Road, Room 3340, College Park, MD 20740-6001.

Hand-delivered quotations won’t be accepted.

5. Exceptions Taken to any Terms and Conditions Stated in the RFQ. Complete rationale, justification, and cost impact must be included on a separate sheet, titled “Exceptions”, within the Contractor’s quotation. If this sheet is not included, the Government may consider your quotation containing no exceptions. The Government advises Contractors that it intends to evaluate quotations and award a contract without discussions.

ATTACHMENT 4

EVALUATION FACTORS

Evaluation and award will be in accordance with Simplified Acquisition Procedures at FAR Subpart 13.5 Test Program for Certain Commercial Items as prescribed by FAR 12.301(c)(2), and using the factor scheme enumerated below. NARA intends to award an Indefinite Delivery Indefinite Quantity (IDIQ) contract based on its assessment of the best value to the Government. Best value for this procurement will be obtained through a lowest price technically acceptable evaluation. Therefore, award will be made to the responsible Contractor whose quotation, conforming to the RFQ, represents the Lowest Price Technically Acceptable quotation.

I. EVALUATION FACTORS OTHER THAN COST OR PRICE

Factors other than cost or price are of equal importance.

1. Technical Understanding and Approach. The Government will assess the Contractor’s demonstrated technical knowledge and competence with regard to the Government’s requirements and objectives. The Contractor’s technical quotation must describe the processes/techniques that will be used to provide the requested deliverables in accordance with the Statement of Work.

2. Quality Control. The Government will assess the suitability of the Contractor’s proposed methodology for mitigating threats, challenges, and risks to performance, such as loss or damage to originals and duplicates.

3. Relevant Past Performance. The Contractor will be evaluated to assess the demonstrated quality of performance on similar work, to include the ability to control the quality and cost of work, timeliness of performance, and effectiveness at accomplishing the goals of previous work.

II. PRICE

Selection of the Contractor to perform this requirement will be based on the National Archives and Records Administration’s assessment of the best overall value to the Government.

ATTACHMENT 5

TERMS AND CONDITIONS

IMPORTANT INFORMATION FOR CONTRACTORS: Depending on the final results of the competition, the resulting purchase order from this solicitation will include some or all of the following Federal Acquisition Regulation (FAR) clauses and provisions, and/or NARA Terms and Conditions:

I. FAR PROVISIONS AND CLAUSES

A. FAR 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Items (APR 2015)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Dec 2014)

(2) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(3) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004)"(Public Laws 108-77 and 108-78 (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

[Contracting Officer check as appropriate.] __ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (41 U.S.C. 3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (June 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

__ (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2013) (Pub. L. 109-282) (31 U.S.C. 6101 note).

__ (5) [Reserved].

__ (6) 52.204-14, Service Contract Reporting Requirements (Jan 2014) (Pub. L. 111-117, section 743 of Div. C).

__ (7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Jan 2014) (Pub. L. 111-117, section 743 of Div. C).

(8) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Aug 2013) (31 U.S.C. 6101 note).

__ (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Jul 2013) (41 U.S.C. 2313).

__ (10) [Reserved].

__ (11) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (Nov 2011) (15 U.S.C. 657a).

__ (12) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2014) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).

__ (13) [Reserved] __ (14)(i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C. 644).

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