RFQ Nitrate-Acetate Digitization B-28954.docx

R E Q U E S T F O R Q U O T E

Quotes are due before the “Bid Opening Date” specified in BidBuy

Scope The ALPLM seeks a vendor that can properly transport, safely store as necessary, digitize, and dispose of our nitrate and acetate holdings (see attached inventory list) in accordance with standard archival procedures and the current NFPA 40 standards.

These holdings have been properly packaged with microchamber paper and individually placed in an archival negative sleeve. The sleeves are stored in polyethylene anti-static press to close bags. The bags are stored in an archival box and the boxes themselves are also stored in polyethylene anti-static press to close bags. The properly packaged holdings are being stored in freezers at -1 to -6 degrees Fahrenheit with 30-35% relative humidity. The vendor will be provided with an inventory list in the form of an Excel spreadsheet of the holdings.

The ALPLM requires a vendor that can:

· Pack and transport the holdings from the ALPLM to their facility following applicable federal, state, and local regulations for the transport of hazardous material.

· Digitize the holdings in accordance with the Federal Agency Digitization Guidelines Initiative (FADGI) as well as the National Archives & Records Administration (NARA) Digitization Services Branch specification for reformatting film negatives.

· Provide the ALPLM with a digital preservation master of each item.

· Dispose of the nitrate holdings in accordance with standard archival procedures and the current NFPA 40 standards.

The vendor will make the arrangements for transporting the cellulose nitrate and acetate holdings. Nitrate is considered hazardous material transport. Due to the hazards of transporting the nitrate holdings the vendor is required to follow all applicable federal, state, and local regulations for the transport of hazardous material.

The vendor will take the necessary steps to ensure the negatives, or as much of the negatives, can be reformatted as possible. When reformatting the negatives, the vendor will be required to meet or exceed the Federal Agency Digitization Guidelines Initiative (FADGI) as well as the National Archives & Records Administration (NARA) Digitization Services Branch specification for reformatting film negatives.

Due to the flammability and dangerous nature of nitrate film it has been classified by the U.S. Department of Transportation as a hazardous material and in return classifies it as hazardous waste. The vendor will safely dispose of the film while following various Federal, State, and local regulations.

ALPLM desires for all work to be completed by 7/15/2022.

Vendor Criteria

The vendor must have staff that is knowledgeable in the handling of cellulose nitrate and acetate film, especially the ability to work with late stage degradation in some instances. Much of the cellulose nitrate film is in initial stages of degradation with only 1% of holdings at stage 5 decomposition.

The vendor will comply with applicable FADGI (Federal Agencies Digital Guidelines Initiative) standards for digitization, following the requirements and metadata below. The vendor must have at least three years’ experience working with cellulose nitrate and acetate material.

There are five motion picture films that will also need to be digitized to FADGI standards. It is requested that the selected vendor provide a preservation and access copy of each film.

All the digitized photographic negatives and motion picture films will be returned to the ALPLM on hard drives. ALPLM will provide vendor with the hard drives.

Metadata Standards

We are requesting the selected vendor be able to provide the following items regarding metadata, when applicable. This metadata can either be embedded into the file, delivered via excel spreadsheet, or both formats.

· Collection Name (available on inventory)

· Negative ID (available on inventory)

· Bag Number (available on inventory)

· Title (available on inventory

· Run time of films File Naming Convention

All file names should begin with the collection name and negative id. If no negative id is provided the bag number will be the substitute. For bag numbers replace the periods or “of” with a hyphen.

Example:

NewSalemCCCProject_476.tif ALincolnFamilyPhotographCollection_LPh1024.tif ALincolnPhotographCollection_2-1.tif

COMPANY NAME:

VENDOR’S POSSIBLE START DATE:

VENDOR’S QUOTE TOTAL:

DATE:

ESTIMATED COMPLETION TIME:

Notes to Vendor:

· All Quoted prices must be valid for 90 days from date of submission. All prices must include shipping and handling charges, if applicable.

· ALPLM reserves the right to reject all offers; to reject individual offers for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; and to waive minor defects.

· By submitting a quote, Vendor agrees to the State’s Standard Terms and Conditions and Standard Certifications, which are attached. If the quote total exceeds $50,000, Vendor shall complete and submit either Forms A (if Vendor is not registered in the Illinois Procurement Gateway) or Forms B (if Vendor is registered in the Illinois Procurement Gateway).

· Vendor may attach separate page(s) describing its proposal for goods or services included in its quote. ALPLM intends to award to the lowest priced vendor that meets minimum requirements and specifications.

· Vendor shall not bill for any taxes unless accompanied by proof the State is subject to the tax. If necessary, Vendor may request the ALPLM’s tax exemption number or certificate.

· Vendor will invoice upon completion of all its responsibilities, unless otherwise indicated. Any late payment charges will be in accordance with the State Prompt Payment Act (30 ILCS 540). Any other late payment terms on vendor’s invoice or other documentation will have no effect.

· Vendor questions are due to the ALPLM contact above on or before 4/25/22. Vendor questions and ALPLM responses will be posted as an amendment to this bid.

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