Performance Work Statement_Cassette Digitization.docx

PERFORMANCE WORK STATEMENT (PWS)

for

COMPACT CASSETTE DIGITIZATION SUPPORT

1.0 Period of Performance

16 July 2022 through 15 November 2022

2.0 Purpose

The Naval History and Heritage Command (NHHC) Washington Navy Yard (WNY) requires a variety of business operations support services in order to meet its mission requirements. NHHC is located at the WNY Washington, DC and is responsible for the preservation, analysis, and dissemination of U.S. Naval history and heritage. NHHC is composed of 42 facilities in 13 geographic locations that includes the Navy Library, 10 Museums, a Heritage Center, and the Historic Ships Constitution and Nautilus. NHHC’s mission is to:

· Collect, preserve, protect and make available the artifacts, documents, and art that best embody our naval history and heritage for present and future generations.

· Advance the knowledge of naval history and heritage through professional research, analysis, interpretation, products and services.

· Remind America of its need to maintain a strong Navy and Marine Corps to protect its citizens, their freedoms, and the nation's maritime commerce.

3.0 Background

In accordance with the NHHC’s mission of making historically useful material available for extensive outreach (as authorized in the NHHC vision and mission statement), the Histories and Archives Division requests digitization of cassettes containing Oral Histories. This will allow them to be shared via the web and other digital means as well as preserving and repairing the original cassette.

4.0 Scope of Work

Project Description – Digitization, Metadata Creation, Repair, & Delivery:

4.1 The scope of this effort is to digitize, create metadata, repair any damaged cassettes, and return cassettes and hard drive containing digital files.

4.2 The Contractor shall provide the necessary timely support to complete this task as requested by the program manager, technical point of contact, or other properly designated authority. The Contractor shall furnish all work, management, supervision, labor and materials (except material and equipment specified as government-furnished) necessary to ensure the effective and efficient performance of functions identified throughout this PWS. The Contractor shall be capable of providing flexible, responsive, and high quality services and support. The Contractor shall conduct reviews to ensure the effective and efficient performance of functions identified throughout this PWS Contractor shall provide a bi-weekly progress/performance report sent to the Technical POC.

4.3 Graphic Audio, LLC will be complete the following services for 450 cassettes:

Compact Cassette Digitization Service:

• 24-bit 96 kHz PCM digital audio WAV file (unprocessed master format)

• 16-bit 44.1 kHz WAV file (derivative processed to improve listenability)

• 256kbps 44.1kHz MP3 file (derivative processed to improve listenability)

Metadata Service:

• Populate BWAV header (BEXT) with technical & core metadata

• Provide technical metadata using client supplied spreadsheet to include (when available):

Title Unique ID Date Subject Duration Container Annotations Condition Location Media Type Material Type

Compact Cassette Repair Services:

• Rehousing cassette tape in new shell

• Repairing broken splice(s) or tape

Storage and Delivery included:

• USB 3.0 External Hard Drive

• UPS return shipping of hard drive & original recordings

4.4 Tasks will be completed via the following methods:

1. Visual Inspection In accordance with the ISO 18933-2012 / AES49-2005 physical inspection guidelines, all compact cassette tape recordings are carefully examined prior to playback for any signs of deteriorative issues. First, we check the label and packaging for any indication of program duration. Next, we inspect the physical condition of the shell to make sure it is not broken or compromised in any way that would not allow for a quality transfer. We also check to make sure the felt pressure pad is intact and not missing. Finally, we use our knowledge and experience to look for any additional indications of contamination (dust, mold) or more serious problems.

2. Repair and Treatment of Deteriorating Tapes The most common issues we come across when transferring compact cassette tapes is either missing pressure pads, broken tape, broken hubs, or dirt and debris in the shell. Our standard method of treatment for these issues is replacing the pressure pad, splicing or reattaching the tape to the hub, and simply rehousing the tape in a new shell.

3. Playback of compact cassette tape recordings is performed using one of our Tascam 322 broadcast quality cassette decks. Periodic maintenance such as frequency calibration and demagnetization is performed on all of our cassette decks on a scheduled and as needed basis. Prior to playback, the entire tape path and pinch roller is thoroughly cleaned using 99% isopropyl alcohol. We rewind each tape to the beginning of the A side and listen for any indication that there may be an unforeseen issue with the tape. If the tape sounds good and rewinds fine, we preview the program and adjust the azimuth setting for the clearest high frequency response. Dolby B or C noise reduction is used for tapes that require it. Up to 12 cassettes can be safely transferred simultaneously using our multi-stream setup. During playback, we monitor the signal of each tape periodically by ear as well as referencing the meters on the deck and the DAW meters and waveform drawings on the computer monitor as the program is captured. Tape decks are never left unattended during playback.

4. Digitization. The balanced XLR outputs of each tape deck are connected to the balanced XLR inputs of our Lynx Studio Technology Aurora analog-to-digital converters, which are connected via USB to an Apple computer. The digital stream is then captured as a stereo 24-bit 96kHz PCM WAV file and written to a hard disk drive (HDD) using the digital audio recording application Adobe Audit

5.0 Qualifications/Experience:

· The contractor to perform the work shall provide a summary of his/her experience within the last three (3) years with completing archival and museum quality digitization projects.

· This experience shall be related to the tasks required in the PWS and for an organization comparable in size and scope to the Naval History and Heritage Command.

· The contractor shall have experience creating, and enhancing digital records for historical and cultural material, with strengths assisting with collection digitization projects and initiatives; and knowledge of best practice handling decade’s old cassettes and formatting files for transfer to include sample rates, bit-depths, and file formats.

6.0 Place(s) of Performance

The contractor shall provide support services at their facility/location.

Note: Quote should include optional shipping and handling line. If within a 1 hour drive of WNYD (Zip 20374) may opt for in-person pick-up and/or delivery.