STATEMENT OF WORK (SOW)

FOR

NEDU LIBRARY ARCHIVE DIGITIZATION SERVICES

16 JUNE 2026

1.0 SCOPE

1.1 Objective: The Naval Surface Warfare Center, Panama City Division, FL, (NSWC PCD) has a requirement for library archive digitization services and a digital library system for the Navy Experimental Diving Unit (NEDU).

The objective of this contract is to establish a secure, universally accessible, and scalable digital library environment. The Contractor shall provide all necessary labor, materials, and equipment to provide a turnkey, cloud-hosted Library Service Platform (LSP) and full-scale digitization services to convert legacy physical and Audio/Visual (A/V) media into a highly searchable, federally compliant digital repository.

1.2 Background: The Government requires a DoD Impact Level 4 (IL-4) authorized library solution to manage, discover, catalog, and secure special library assets. The system must support the Government's compliance with Federal digitization directives and adhere strictly to Library and Information Science standards to ensure interoperability with other Federal library networks.

2.0 APPLICABLE DOCUMENTS

None

3.0 REQUIREMENTS

The Contractor shall provide a detailed Project Management Plan (PMP) outlining the execution strategy, staffing plan, timeline, risk mitigation, data extraction strategy with mapping to MARC21/RDA, and LSP ingestion (CDRL A001). Additionally, the Contractor shall provide training manuals and SOPs for OPAC users, catalogers, and administrators (CDRL A005). All manuals and SOPs shall be delivered 30 days prior to operational deployment date.

3.1 Library Service Platform (LSP) Architecture & OPAC: The Contractor shall provide a 100% Web-Based LSP utilizing Library & Information Science design principles. The system must feature a dedicated Online Public Access Catalog (OPAC) and natively support library interoperability protocols, including Z39.50, SRU/SRW, and OAI-PMH. The platform must operate on a CI/CD Agile methodology for seamless upgrades. The Contractor

3.2 Security & Hosting (FedRAMP/IL-4): The LSP shall be hosted in a FedRAMP Moderate and DoD IL-4 authorized cloud environment. The system must possess an Authority to Operate (ATO). The system shall enforce Role-Based Access Controls (RBAC) (user/group) at the library and document levels. Encryption shall be AES-256 (at rest) and HTTPS/TLS (in transit). The Contractor shall submit a System Security Plan and ATO artifacts.

(CDRL A002)

3.3 Search Engine Modalities & Geospatial Tagging: The system shall feature an imbedded search engine capable of combined metadata, full-text, and geospatial indexing and search. It must support: Boolean logic, Semantic Concept Search, Custom Pattern Search, Fuzzy Text Pattern Search (to overcome OCR inaccuracies), and Object/Contextual Recognition via Embedded AI/NLP.

3.4 Data Management & Authority Control: The architecture must adhere to Data Mesh tenets (Index-in-place, API accessible, Discoverable). The system must include robust Authority Control capabilities to ensure consistency in cataloging (standardizing names, subjects, and titles) across the collection, referencing recognized authority files.

3.5 Artificial Intelligence (LLM/RAG) Capability: The platform architecture shall natively support, and possess the inherent capability to deploy, advanced AI features as a government optional CLIN. The system must be able to seamlessly activate a containerized Local Large Language Model (LLM) utilizing Retrieval-Augmented Generation (RAG) to operate securely within the IL-4 boundary, referencing domain-specific data without public exposure.

3.6 Declassification & Redaction Capability: The system shall possess the native capability to execute automated document classification, declassification workflows, and manual/auto-redaction for CUI/PII/PHI removal, available in the same government optional CLIN as the Section 3.5 Artificial Intelligence (LLM/RAG) Capability. All redactions must be irreversible/permanent and generate full audit trails.

3.7 Cataloging & Metadata Standards: The system must natively ingest, edit, and export MARC21 records and fully support RDA (Resource Description and Access) cataloging rules. Minimum fields captured during digitization shall map directly to standard MARC tags (e.g., 245 for Title) and Dublin Core equivalents.

3.8 Digitization Facilities & Security: All physical digitization shall occur in a highly secure, environmentally protected facility cleared to process Controlled Unclassified Information (CUI). The facility must feature NARA-compliant storage, monitored fire suppression, and three layers of protection (Building Control, Access Control, and Document Protection Control).

3.9 Digitization Execution & Standards: The Contractor shall perform Requirements Analysis, OCR, Image Enhancement, and Metadata Re-keying. Digitization of physical and A/V media shall comply with NARA 36 CFR 1236 Subparts D and E and perform at a FADGI 1-Star to 4-Star level. The Contractor shall provide a Digitization Quality Control Plan (QCP) documenting the visual check procedures and adherence to FADGI/NARA standards (CDRL A003). The Contractor shall perform the following specific digitization tasks:

3.9.1 Film Reel Conversion:

• Inventory, inspect, and repair 6 16MM film reels.

• Digitize to create one archive-quality MOV file and one web-resolution MP4 file per reel.

• Perform a visual quality check and rework as necessary.

• Capture and embed specified metadata for each file - five (5) fields of metadata: Title, TA (Task

Assignment) Number, Date, Subject/Topic and Author/Principal Investigator.

• Deliver files on an external USB SSD hard drive.

3.9.2 Video Media Conversion:

• Inventory, inspect, and mitigate issues for approximately 143 VHS and 20 Digital Video cassettes.

• Digitize to create one archive-quality MOV file and one web-resolution MP4 file per cassette.

• Perform a visual quality check and rework as necessary.

• Capture and embed specified metadata for each file - five (5) fields of metadata: Title, TA (Task

Assignment) Number, Date, Subject/Topic and Author/Principal Investigator.

• Deliver files on an external USB SSD hard drive.

3.9.3 Audio Media Conversion:

• Inventory and inspect approximately 163 assorted audio reels and cassettes.

• Digitize to create one archive-quality WAV file and one web-resolution MP3 file per item.

• Perform a quality check and rework as necessary.

• Capture and embed specified metadata for each file - five (5) fields of metadata: Title, TA (Task

Assignment) Number, Date, Subject/Topic and Author/Principal Investigator.

• Deliver files on an external USB SSD hard drive.

3.9.4 Data Asset Transfer:

• Inventory and inspect approximately 421 assorted data cartridges and floppy disks.

• Perform data transfer from original media.

• Perform a quality check on all transferred content.

• Capture and embed specified metadata for each file - five (5) fields of metadata: Title, TA (Task

Assignment) Number, Date, Subject/Topic and Author/Principal Investigator.

• Deliver files on an external USB SSD hard drive.

3.9.5 Photograph and Negative Conversion:

• Prepare and scan approximately 9,800 photographs and negatives.

• Scan to TIFF or JPEG2000 format with uncompressed 8-bit gray-scale or uncompressed 24-bit color.

• Perform a visual quality check and rework as necessary.

• Capture and embed specified metadata for each image - five (5) fields of metadata: Title, TA (Task

Assignment) Number, Date, Subject/Topic and Author/Principal Investigator.

• Deliver files on an external USB SSD hard drive.

3.9.6 35mm Slide Conversion:

• Prepare and scan approximately 9,800 35mm slides.

• Scan to 24-bit color, 400 DPI, uncompressed TIFF or JPEG2000 format.

• Perform a visual quality check and rework as necessary.

• Capture and embed specified metadata for each image - five (5) fields of metadata: Title, TA (Task

Assignment) Number, Date, Subject/Topic and Author/Principal Investigator.

• Deliver files on an external USB SSD hard drive.

3.9.7 Newspaper and Paper Conversion:

• Prepare and scan approximately 13,650 newspaper clippings and other paper assets.

• Direct Scan Paper - ADF, Flatbed or planetary scanning of paper at uncompressed 8-bit color or 24-bit color TIF image files.

• Scan to TIF format and produce a full-text searchable PDF output for each item.

• Perform image quality control, enhancement, and rework as necessary.

• Capture and embed specified metadata for each file - five (5) fields of metadata: Title, TA (Task

Assignment) Number, Date, Subject/Topic and Author/Principal Investigator.

• Deliver files on an external USB SSD hard drive.

3.9.8 Cloud Upload:

• Upload all digitized files to a cloud-based file repository.

3.10 Physical Deliverables & Output Formats: The Contractor shall output digitized files at 300, 400, or 600 DPI as appropriate for the media type. Output formats shall include TIFF or WAV/MOV (Archive quality), JPEG2000, and PDF/A or MP3/MP4 (Access copy). Deliveries shall be provided on non-returnable, universally readable external USB SSD hard drives (CDRL A004).

3.11 Cloud Upload: Upon completion of digitization and quality control, upload all digitized files and associated metadata to the provided cloud-based file repository (the IL-4 hosted LSP).

3.12 Scan-On-Demand Services: The Contractor shall provide a "scan-on-demand" service for physical items currently housed in their secure facility, delivering digital objects to authorized users within 72 hours of request.

3.13 Data Ownership & Portability: The Government retains absolute, exclusive ownership of all data and MARC records. The system shall provide the Government unrestricted ability to execute bulk exports of all data and metadata in non-proprietary library formats (e.g., XML, MARC) to prevent vendor lock-in.

3.14 Monthly Status Report

• The Contractor shall submit a monthly status report every 30 days after the date of award (CDRL A006). The report shall provide an estimate of the percent completion of the task, any issues encountered and any remediation carried out, and an estimated completion date.

4.0 GOVERNMENT FURNISHED PROPERTY (GFP)

The following government-furnished property will be provided to the contractor for the purpose of digitization:

• 6 Film Reels

• 163 Video Tapes (VHS and Digital)

• 163 Audio Reels/Cassettes

• 421 Data Cartridges/Cassettes

• ~9,800 Photographs/Negatives

• ~9,800 35mm Slides

• ~13,650 Newspaper/Paper Items

** The vendor shall destroy all material after conversion except for the Film Reels and 8x10 photo prints, which shall be returned.

5.0 DELIVERABLES

Data shall be provided in accordance with the Contract Data Requirements List (CDRL) DD Form 1423, if necessary.

6.0 PERIOD OF PERFORMANCE

The items and services on this order shall be delivered per the following schedule:

Base period: beginning the date of award of this contract, digitization services (SOW section 3.9) to be completed within 18 weeks of that date.

Option year 1: end date of base period + 1 year Option year 2: end date of OY1 + 1 year Option year 3: end date of OY2 + 1 year Option year 4: end date of OY3 + 1 year

7.0 SECURITY

This requirement is UNCLASSIFIED. The highest level of information classification is Controlled Unclassified Information (CUI). The Contractor will not require access to nor be required to generate classified information to perform the requirement. The contractor shall adhere to all requirements for handling, processing, storing, and transmitting CUI as outlined in DoDI 5200.48 and DoDI 8582.01.

7.1 Release of lnformation

(a) Release of information shall be in accordance with Section I, DFARS Clause 252.204-

7000, Disclosure of Information.

(b) All technical data provided to the contractor by the Government will be protected from public disclosure in accordance with the markings contained thereon. All other information relating to the items to be delivered or services to be performed under this contract may not be disclosed by any means without prior approval of the appropriate NSWC PCD authority. Dissemination or public disclosure includes, but is not limited to, permitting access to such information by foreign nationals or by any other person or entity; publication of technical or scientific papers; advertising; or any other proposed public release. The contractor shall provide adequate physical protection to such information to preclude access by any person or entity not authorized such access by the Government.

7.2 Controlled Unclassified Information (CUI)

Controlled unclassified information (CUI) is official information that requires the application of controls and protective measures for a variety of reasons and has not been approved for public release, to include technical information, proprietary data, information requiring protection under the Privacy Act of 1974, and Government developed privileged information involving the award of contracts. CUI is a categorical designation that refers to unclassified information that does not meet the standards for National Security Classification under Executive Order 13526, but is (a) pertinent to the national interest of the United States or to the important interests of entities outside the Federal Government, and (b) under law or policy requires protection from unauthorized disclosure, special handling safeguards, or prescribed limits on exchange or dissemination.

7.3 Minimum Requirements for Access to Controlled Unclassified Information (CUI)

Prior to access, Contractor personnel requiring access to Department of the Navy (DoN) controlled unclassified information (CUI) or "user level access to DoN or DoD networks and information systems, system security and network defense systems, or to system resources providing visual access and/or ability to input, delete or otherwise manipulate sensitive information without controls to identify and deny sensitive information" contractors must have clearance eligibility, or submit an Electronic Questionnaire for Investigation Processing (SF

86) to NSWC PCD Security for processing and subsequent adjudication by the DoN Central Adjudication Facility.

7.4 Minimum Protection Requirements for Controlled Unclassified Information

Security classification guides and unclassified limited documents (e.g., For Official Use Only (FOUO), Distribution Statement Controlled) are not authorized for public release and, therefore, cannot be posted on a publicly accessible webserver or transmitted over the Internet unless appropriately encrypted.

7.5 For Official use Only (FOUO)

FOUO is a document designation, not a classification. This designation is used by Department of Defense

(DoD) and a number of other federal agencies to identify information or material, which although unclassified, disclosure to the public of the information would reasonably be expected to cause a foreseeable harm to an interest protected by one or more provisions of the Freedom of lnformation Act (FOIA). This includes information that qualifies for protection pursuant to the provisions of the Privacy Act of 1974, as amended. FOUO must be marked, controlled and safeguarded in accordance with DoDM 5200.01, Vol. 4, DoD Information Security Program:

Controlled Unclassified Information (CUI), February 24, 2012

7.6 Security of Unclassified DoD Information on Non-DoD Information Systems (DoDI 8582.01)

DoD Policy Adequate security shall be provided for all unclassified DoD information on non-DoD information systems.

Appropriate requirements shall be incorporated into all contracts, grants, and other legal agreements with non-DoD entities.

Information Safeguards are applicable to unclassified DoD information in the possession or control of non

DoD entities on non-DoD information systems, to the extent provided by the applicable contract, grant, or other legal agreement with the DoD.

7.6.1 Information Safeguards

Unclassified DoD information that has not been cleared for public release may be disseminated by the Contractor, grantee, or awardee to the extent required to further the contract, grant, or agreement objectives, provided that the information is disseminated within the scope of assigned duties and with a clear expectation that confidentiality will be preserved. Examples include:

a. Non-public information provided to a Contractor (e.g., with a request for proposal).

b. Information developed during the course of a contract, grant, or other legal agreement (e.g., draft documents, reports, or briefings and deliverables).

c. Privileged information contained in transactions (e.g., privileged contract information, program schedules, contract-related event tracking).

It is recognized that adequate security will vary depending on the nature and sensitivity of the information on any given non-DoD information system. However, all unclassified DoD information in the possession or control of non-DoD entities on non-DoD information systems shall minimally be safeguarded as follows:

a Do not process unclassified DoD information on publicly available computers (e.g., those available for use by the general public in kiosks or hotel business centers).

b. Protect unclassified DoD information by at least one physical or electronic barrier (e.g., locked container or room, logical authentication or logon procedure) when not under direct individual control of an authorized user.

c. At a minimum, overwrite media that have been used to process unclassified DoD information before external release or disposal.

d. Encrypt all information that has been identified as CUI when it is stored on mobile computing devices such as laptops and personal digital assistants, compact disks, or authorized removable storage media such as thumb drives and compact disks, using the best encryption technology available to the Contractor or teaming partner.

e. Limit transfer of unclassified DoD information to subcontractors or teaming partners with a need to know and obtain a commitment from them to protect the information they receive to at least the same level of protection as that specified in the contract or other written agreement.

f Transmit e-mail, text messages, and similar communications containing unclassified DoD information using technology and processes that provide the best level of privacy available, given facilities, conditions, and environment. Examples of recommended technologies or processes include closed networks, virtual private networks, public key-enabled encryption, and transport layer security.

g. Encrypt organizational wireless connections and use encrypted wireless connections where available when traveling. If encrypted wireless is not available, encrypt document files (e.g., spreadsheet and word processing files), using at least application-provided password protected level encryption.

h. Transmit voice and fax transmissions only when there is a reasonable assurance that access is limited to authorized recipients.

i. Do not post unclassified DoD information to website pages that are publicly available or have access limited only by domain or Internet protocol restriction. Such information may be posted to website pages that control access by user identification and password, user certificates, or other technical means and provide protection via use of transport layer security or other equivalent technologies during transmission. Access control may be provided by the intranet (vice the website itself or the application it hosts).

j. Provide protection against computer network intrusions and data exfiltration, minimally including:

(1) Current and regularly updated malware protection services, e.g., anti-virus, anti-spyware.

(2) Monitoring and control of both inbound and outbound network traffic (e.g., at the external boundary, sub-networks, individual hosts), including blocking unauthorized ingress, egress, and exfiltration through technologies such as firewalls and router policies, intrusion prevention or detection services, and host-based security services. Prompt application of security-relevant software patches, service packs, and hot fixes.

k. Comply with other current Federal and DoD information protection and reporting requirements for specified categories of information (e.g., medical, proprietary, Critical Program Information (CPI), personally identifiable information, export controlled) as specified in contracts, grants, and other legal agreements.

I. Report loss or unauthorized disclosure of unclassified DoD information in accordance with contract, grant, or other legal agreement requirements and mechanisms.

m. Do not use external IT services (e.g., e-mail, content hosting, database, document processing) unless they provide at least the same level of protection as that specified in the contract or other written agreement.

7.7 Operations Security

Operations Security (OPSEC) is concerned with the protection of critical information: facts about intentions, capabilities, operations, or activities that are needed by adversaries or competitors to bring about failure or unacceptable consequences of mission accomplishment.

Critical information includes information regarding:

• Operations, missions, and exercises, test schedules or locations;

• Location/movement of sensitive information, equipment, or facilities;

• Force structure and readiness (e.g., recall rosters);

• Capabilities, vulnerabilities, limitations, security weaknesses;

• Intrusions/attacks of DoD networks or information systems;

• Network (and system) user identifications and passwords;

• Movements of key personnel or visitors (itineraries, agendas, etc.); and

• Security classification of equipment, systems, operations, etc.

The Contractor, subcontractors and their personnel shall employ the following countermeasures to mitigate the susceptibility of critical information to exploitation, when applicable:

• Practice OPSEC and facilitate OPSEC awareness;

• Immediately retrieve documents from printers assessable by the public;

• Shred sensitive and Controlled Unclassified Information (CUI) documents when no longer needed;

• Protect information from personnel without a need-to-know;

• When promulgating information, limit details to that essential for legitimacy;

• During testing and evaluation, practice OPSEC methodologies of staging out of sight, desensitization, or speed of execution, whenever possible.

8.0 DISTRIBUTION LIMITATION STATEMENT

Technical documents generated under this contract shall be marked with Distribution Limitation Statement D. Word processing files shall have the statements included on the cover page of any resultant hard copy. All technical data gathered under this contract shall carry the following Distribution Limitation Statement and handling caveat:

DISTRIBUTION STATEMENT D: DISTRIBUTION AUTHORIZED TO THE DEPARTMENT OF

DEFENSE AND US DOD CONTRACTORS ONLY, ADMINISTRATIVE OR OPERATIONAL

USE, (DATE). OTHER U.S. REQUESTS FOR THIS DOCUMENT MUST BE REFERRED TO

COMMANDING OFFICER, NAVY EXPERIMENT AL DIVE UNIT (NEDU), 321 BULLFINCH

ROAD, PANAMA CITY BEACH, FLORIDA 32407-7012.

DESTRUCTION NOTICE - FOR CLASSIFIED DOCUMENTS, FOLLOW PROCEDURES IN

DOD 5220.22-M, NATIONAL INDUSTRIAL SECURITY PROGRAM OPERATING MANUAL,

CHAPTER 5, SECTION 7 OR DOD 5200.1-R, INFORMATION SECURITY PROGRAM

REGULATION. FOR UNCLASSIFIED, LIMITED DOCUMENTS, DESTROY BY ANY

METHOD THAT WILL PREVENT DISCLOSURE OF CONTENTS OF RECONSTRUCTION OF

THE DOCUMENT.