Small Gauge Film Combined Synopsis Solicitation - Duplication of Small Gauge Film.doc

Solicitation Number NARA-883103-20-Q-00125 – Duplication of Small Gauge Film

This is a combined synopsis/solicitation for commercial items prepared 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 NARA-883103-19-Q-000125 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 2020-07 effective

August 31, 2020. This is an unrestricted acquisition under NAICS Code 512199, Other Motion Picture and Video Industries. CONTRACT LINE ITEM NUMBER(S): See Attachment 2, Schedule of Prices. REQUIREMENT: The National Archives and Records Administration (NARA) has a requirement for the duplication of small gauge film. The following Federal Acquisition Regulation (FAR) clauses are incorporated and are to remain in full force in any resultant contract, with the exception of FAR provisions which will be removed prior to award: FAR 52.212-1. Instructions to Offerors - Commercial Items (June 2020). Addenda: Delete paragraph (h), Multiple Awards. - see below for additional quotation submission instructions. EVALUATION (In lieu of FAR 52.212-2): Evaluation and award will be in accordance with Simplified Acquisition Procedures at FAR Subpart 13.106, Soliciting Competition, Evaluation of Quotations or Offers, Award and Documentation authorized by FAR Subpart 13.5, Simplified Procedures for Certain Commercial Items. Selection of the Contractor to perform this contract will be based on NARA’s assessment of the best overall value to the Government. Accordingly, best value for this procurement will be obtained through a lowest price technically acceptable evaluation. 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 Total Contract (Base Plus All Options) Ceiling Price will be used to determine the lowest price. The Total Ceiling Price for each not-to-exceed CLIN will be determined by multiplying the Maximum Quantity by the Fixed Unit Price. The resultant contract will include FAR 52.217-8, Option to Extend Services. The Total Option Year IV Contract Ceiling Price will be divided in half and added to the Total Contract (Base Plus All Options) Ceiling Price. The resultant contract will include FAR 52.217-9, Option to Extend the Term of the Contract (Mar 2000). The contract will be for a base year plus four, 12-month option years. The Total Ceiling Price for each Optional CLIN has been set and listed as a not-to-exceed CLIN. The evaluated Total Contract (Base Plus All Options) Ceiling Price will be determined by summing the Total Ceiling Price of all performance years (base year and all option years), all Optional CLINs, and half of Option Year IV’s ceiling price. Contractors must provide pricing (USD) for each CLIN.

FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (Aug 2020) - The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (u) of this provision. FAR 52.212-4, Contract Terms and Conditions - Commercial Items (Oct 2018) – see Attachment 4, 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 (Aug 2020) - see Attachment 8, FAR Clauses for the full text of this clause and for additional applicable FAR clauses. Full text provisions and clauses can be found at https://www.acquisition.gov.

QUESTIONS: Questions regarding this RFQ must be submitted in writing to the Contract Specialist, Ms. Cynthia Jones, at cynthia.jones@nara.gov, no later than 12:00 p.m. eastern time on September 11, 2020 to be considered. Questions submitted in any other manner will not be answered. The Government will answer questions or requests for clarification via a written RFQ amendment.

QUOTATION DUE DATE: See Attachment 5, Quotation Submission Instructions.

Quotations and Past Performance Questionnaires must be received by 12:00 p.m. eastern time on September 18, 2020. Failure to submit quotations and past performance questionnaires by the due date and time may result in rejection of the quotation as untimely. Contractors submitting via e-mail 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.

The vendor must provide the following information with their quotation. Failure to provide any of this information may result in no further consideration of your quotation:

Attachment 2, Schedule of Prices Attachment 3, RFQ Information Sheet

The Representations at FAR 52.204-26 must be completed The Representations at FAR 52.204-24 must be completed See Attachment 8, FAR Clauses, Representations highlighted in yellow for your convenience

ATTACHMENT 1

PERFORMANCE WORK STATEMENT

FOR

PRESERVATION DUPLICATION OF SMALL GAUGE FILMS

1.0

BACKGROUND

1.1 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. One such facility is the National Archives at College Park (“Archives II”) which houses most of the motion pictures in the Special Media Records Division, Motion Picture Branch.

1.2 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), Special Media Records Division, Moving Image and Sound Branch (RRSM), and Presidential Libraries (LP) motion picture holdings. A digital copy will also be required. The 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 digital copy will be for preservation, reproduction and access purposes.

2.0

SCOPE

2.1 NARA has identified original film 8mm and Super 8mm 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 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 required. 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.

2.3 The film may either be printed optically or scanned and then a film copy printed out from the file. RRSM will require a copy of this digital file, and LP may request a copy.

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

2.5 Definitions 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).

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.

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.

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.

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.

2.6 Specific Requirements The work performed should include the following or similar processes:

2.6.1 The Contractor shall inspect, clean, and repair as needed all films to be transferred to 16mm.

2.6.2 Inspection shall 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, shall be assumed to be worn, spliced, brittle, and shrunken and therefore to require special handling.

2.6.3 Cleaning shall 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 shall be approved in advance by the NARA Contracting Officer’s Representative (COR) and the machine shall be equipped with air knives or other technology to ensure it is fully dried before winding. The fluid shall 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.

2.6.4 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.

2.6.5 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 shall be approved in advance by the COR and the printer shall be equipped with air knives or other technology to ensure the film is fully dried before winding. The fluid shall be safe for magnetic stripe film if such film stock is found among the rolls to be wet gated.

2.6.6 Soundtracks. 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.

2.6.7 Scanning. If the Contractor scans the film prior to creation of film elements the film shall 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

2.6.8 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 Contractor and will attach appropriate leader at that time.

2.6.9 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.

2.6.10 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. See Attachment 1, Standards.

2.6.11 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.

2.6.12 Final Products. From each original roll, the Contractor shall supply:

2.6.12.1 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. Thus, if the original of a roll is a print, the 16mm blow-up is to be a dupe negative (or color internegative). An additional dual bi-lateral track is required 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, the 16mm blow-up should be a negative.

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

2.6.12.3 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.

2.6.12.4 A digital copy; File shall be either 2K DPX, or WAV (if sound) to specifications below. Requirements Below:

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

2.6.12.5 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 Attachment 2, Film Abbreviation List. Each roll shall be wound on a 3-inch diameter standard core and housed as described in (section 2.6.12.3) 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.

2.6.12.6 Inspection Report. The Contractor shall create an inspection report for each of the original rolls and submit that documentation to the COR with the return of each batch of new film copies. 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, and a billable footage count.

2.7 Delivery Schedule

2.7.1 Film Deliverables. Once the Contractor has submitted a deliverable to the COR, the NARA 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 NARA.

Processed motion picture film in accordance with PWS section 2.6.12.1.

· 16mm copy

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

2.7.2 File Deliverables

3.0

STORAGE, PROTECTION, HANDLING, TRANSPORTATION OF ARCHIVAL ORIGINAL FILM

3.1 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 the Original Leader for threading purposes. Original Leader or markings shall not be removed or altered otherwise. NARA 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 the COR 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:

3.2 Storage and Protection

3.2.1The archival film shall be safeguarded against theft, vandalism, unauthorized use, damage, and alterations of any kind.

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

3.2.3 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.

3.2.4 If the laboratory handles cellulose nitrate motion picture film, that film shall 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.

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

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

3.2.7 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.

3.3 Handling

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

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

3.3.3 Archival film shall always be handled with undyed (white) nylon or cotton lint-free gloves. The film shall be handled by the edge or by the head and tail leaders. The film shall be threaded on the printer by the leader and not by the picture or sound portion of the reel.

3.3.4 In film rewinding, the Contractor shall 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, shall 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.

3.3.5 If the original film is black and white, it should not be bagged or re-bagged. Tissue paper, clear plastic bags, or written documents shall 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.)

3.3.6 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 shall not be placed in the cans.

3.3.7 The original archival films shall 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.

3.3.8 All equipment that comes in contact with the film shall be of professional quality, in good working order, and cleaned and maintained regularly. NARA 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.

3.3.9 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 shall be tested before the film is loaded on the telecine to ensure its smooth passage through the transfer machine. Every effort shall be made to minimize the removal and loss of existing footage, therefore, splicing should remove the fewest number of frames possible. Any splicing required shall be reported to the COR.

3.3.10 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.

3.3.11 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.

3.3.12 The Contractor is encouraged to provide any comments about the technical condition of the 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 or e-mail.

3.3.13 Cleaning shall 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 shall be approved in advance by the COR for the government and the machine shall be equipped with air knives or other technology to ensure it is fully dried before winding. The fluid shall 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.

3.3.14 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 shall be approved in advance by the COR and the printer shall be equipped with air knives or other technology to ensure the film is fully dried before winding. The fluid shall be safe for magnetic stripe film if such film stock is found among the rolls to be wet gated.

3.4 Transportation

3.4.1 The Contractor’s facility must be within 50 miles of the National Archives located in College Park, MD.

3.4.2 The originals and deliverables shall be picked up and delivered by representatives of the Contractor, or by bond representatives of the Contractor.

3.4.3 The original 8mm and 9.5mm films and the 16mm deliverables of this contract shall be packaged separately in cartons to be returned separately 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.

3.4.4 The originals shall not travel in the same vehicle with the newly created copies.

3.4.5 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 a.m. eastern time – 4:00 p.m. eastern time, excluding federal holidays.

3.4.6 While enroute the ambient temperature in the portion of the vehicle where the film is carried shall be maintained between 65 and 70 degrees Fahrenheit. The Contractor may choose to meet this requirement by providing storage containers that will maintain this range for 24 hours.

3.4.7 Only a secure, closed vehicle shall 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.

3.4.8 Upon completion of work, the Contractor shall 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 a.m. eastern time – 4:00 p.m. eastern time, excluding federal holidays. It is the responsibility of the Contractor to ensure that arrival of shipments occurs between the hours of 9:00 a.m. eastern time – 4:00 p.m. eastern time, Monday through Friday, excluding federal holidays.

3.4.9 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.

3.4.10 Files shall be placed on hard drives provided by NARA.

4.0

INSPECTION, ACCEPTANCE, AND REJECTION

4.1 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.

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

4.3 NARA may return unsatisfactory copies to the Contractor not later than 21 business days after initial receipt of copies for re-transferring at no expense to NARA. 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).

4.4 NARA reserves the right to inspect the Contractor's facilities during the term of the contract. This inspection may include its receiving, storage, film preparation, laboratory, and shipping areas.

5.0

ADDITIONAL SERVICES

5.1 Additional Services is defined as any work, requested by the COR and authorized by the Contracting Officer. Additional services is work that is not covered elsewhere in this Performance Work Statement, such as extra cleaning, film repair (including repairing splices as noted in PWS section 3.3.9), re-plasticizer treatment, and overscanning (scanning edge to edge of the film).

5.2 Additional Services is an optional service. 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 request Additional Services.

5.3 In the event that Additional Services are required, Contractor will be notified by the COR. The Contractor shall respond via telephone or email to the COR within 1 business day after receipt of notification.

5.4 Contractor shall provide the COR with a quotation for the cost of the Additional Services.

5.5 If Additional Services are approved, the services will be priced separately and added to the contract via a modification signed by a NARA Contracting Officer.

5.6 Additional Services shall not be performed without approval from a NARA Contracting Officer. The COR is not authorized to approve additional services. Any performance of Additional Services in advance of receiving a signed contract modification is at the Contractor’s risk.

5.7 Work shall be performed immediately, if necessary, e.g., an exigency or emergency.

6.0

PLACE OF PERFORMANCE AND NARA CONTRACTING OFFICER’S REPRESENTATIVE (COR)

6.1 The work to be performed under this contract will be performed at the Contractor’s facility. Work cannot be performed at a subcontractor’s work site.

6.2 The Contractor shall pick up the archival film and return the archival film to the following location:

National Archives and Records Administration

Mailroom

3301 Metzerott Road

College Park, MD 20740

6.3 The NARA COR for this contract is:

Name: TBD Telephone:

Email:

6.4 The Contractor must take into account that there are eleven (11) Federal Government holidays during the year and must ensure that delivery days will not fall on one of these days. The Federal Government holidays are New Year’s Day, Martin Luther King Jr.’s Birthday, Inauguration Day, Presidents’ Day, Memorial Day, July 4th, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day. Some of these holidays “float” from year-to-year so the dates must be researched for each calendar year.

7.0

PERIOD OF PERFORMANCE

7.1 The period of performance will be for one base year plus four (4) option years.

8.0

TASKS AND DELIVERABLES

8.1 Tasks and deliverables are discussed in paragraph 2.0.

9.0

PERFORMANCE SPECIFICATIONS/ADDITIONAL REQUIREMENTS:

9.1 The Contractor shall be responsible for safeguarding all government furnished equipment, information, and property provided for Contractor use.

9.2 The Government has unlimited rights to all documents/material produced under this contract. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

9.3 If, in accordance with FAR 52.242-15, Stop-Work Order, the Contractor is required to stop the work called for by this contract, Contractor shall return all archival film and hard drives to NARA within two (2) business days.

9.4 No travel expenses will be paid.

10.0

GOVERNMENT FURNISHED PROPERTY

10.1 The Government shall provide the archival film as well as external hard drives to facilitate delivery of the duplicated film to NARA from the Contractor.

11.0

CONTRACTOR FURNISHED PROPERTY AND SERVICES

11.1 The Contractor shall provide all personnel, supplies, facilities, transportation, materials, supervision, and other items and services necessary to perform the services as defined in this performance work statement except for those items specified as government furnished property.

11.2 The Contractor shall provide all necessary tools and equipment necessary to meet the requirements under this performance work statement.

PWS 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

PWS 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 2

SCHEDULE OF PRICES

Base Year – Months 1 -12

MAX QTY

UNIT

PRICE

TOTAL CEILING

PRICE

in accordance with the Performance Work Statement

Not to Exceed

Not to Exceed

in accordance with the Performance Work Statement

Not to Exceed

in accordance with the Performance Work Statement

Note: The Government does not guarantee that Additional Services will be requested.

Not to Exceed

Option Year I – Months 13-24

MAX QTY

UNIT

PRICE

TOTAL CEILING

PRICE

in accordance with the Performance Work Statement

Not to Exceed

in accordance with the Performance Work Statement

Not to Exceed

in accordance with the Performance Work Statement

Note: The Government does not guarantee that Additional Services will be requested.

Not to Exceed

Option Year II – Months 25-36

MAX QTY

UNIT

PRICE

TOTAL CEILING

PRICE

in accordance with the Performance Work Statement

Not to Exceed

in accordance with the Performance Work Statement

Not to Exceed

in accordance with the Performance Work Statement

Note: The Government does not guarantee that Additional Services will be requested.

Not to Exceed

Option Year III – Months 37-48

MAX QTY

UNIT

PRICE

TOTAL CEILING

PRICE

in accordance with the Performance Work Statement

Not to Exceed

in accordance with the Performance Work Statement

Not to Exceed

in accordance with the Performance Work Statement

Note: The Government does not guarantee that Additional Services will be requested.

Not to Exceed

Option Year IV – Months 49-60

MAX QTY

UNIT

PRICE

TOTAL CEILING

PRICE

in accordance with the Performance Work Statement

Not to Exceed

in accordance with the Performance Work Statement

Not to Exceed

in accordance with the Performance Work Statement

Note: The Government does not guarantee that Additional Services will be requested.

Not to Exceed

TOTAL CONTRACT (BASE PLUS ALL OPTION YEARS) CEILING PRICE:

Note: NARA will evaluate submitted pricing in accordance with FAR 52.217-5.

ATTACHMENT 3

RFQ Information Sheet

Vendors must complete all applicable information on this sheet and submit it with the quotation. Failure to do so will render the quotation unacceptable for receipt of the order.

Statutory/Regulatory Compliance

Specific Terms, Conditions, and Administrative information

PAYMENT TERMS: _________________________________________________

DELIVERY DATE: _____________________________________________________

WARRANTY INFORMATION: ___________________________________________

NAME AND ADDRESS OF QUOTER:

TELEPHONE NO (INCLUDE AREA CODE): __________________________

FAX NUMBER: ___________________________

E-MAIL ADDRESS:

ENROLLED IN SYSTEM FOR AWARD MANAGEMENT? Yes____ No____

CAGE CODE NUMBER: _____________________________________

DUNS: _______________________________________

Vendor Certification: [By signing the Vendor acknowledges that the information provided in response to this RFQ is correct.]

NAME AND TITLE OF SIGNER: __________________________________

DATE OF QUOTATION: ___________________________________

SIGNATURE OF PERSON AUTHORIZED TO SIGN: ______________________________

ATTACHMENT 4

ADDITIONAL NARA TERMS AND CONDITIONS

(Addenda to FAR clause 52.212-4)

I. GOVERNMENT CONTRACT ADMINISTRATION

A. This contract will be administered by:

National Archives and Records Administration

Office of the Chief Acquisition Officer, Code Z

8601 Adelphi Road, Room 3340

College Park, MD 20740-6001

B. Contract Specialist (CS):

Cynthia Jones

Telephone: 301-837-1860

Email: cynthia.jones@nara.gov

The Contracting Officer (CO) has the overall responsibility for the administration of this contract. Written communication to the Contract Specialist (CS) must make reference to the contract number and must be emailed or mailed with postage prepaid, to the above address.

C. Contracting Officer (CO):

Any Z Warranted CO

The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules; make final decisions on disputed deductions from contract payments for non-performance or unsatisfactory performance; terminate the contract for convenience or default; and issue final decisions regarding contract questions or matters under dispute. However, the CO may delegate certain other responsibilities to authorized representatives.

D. Contracting Officer’s Representative (COR)

COR: TBD

Telephone:

Email:

II. ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS – INVOICE PROCESSING PLATFORM (IPP)

Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP). IPP is a secure web-based electronic invoicing and payment information system. This service is provided by the U.S. Treasury’s Bureau of the Fiscal Service free of charge to federal agencies and contractors. IPP allows contractors to view information regarding their contracts and orders, electronically submit invoices and view payment information.

"Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions – Commercial Items included in commercial item contracts.

The IPP website address is: https://www.ipp.gov.

Invoices shall be submitted after Government’s acceptance of all deliverables. The invoice shall contain information required by FAR 52.212-4(g). Under this order, the following documents are required to be submitted as an attachment to the IPP invoice:

Contractor Invoice to include:

1. Award number

2. CLIN//Item number of deliverable

3. Description of deliverable

4. Price of deliverable

5. Quantity of deliverable

6. Date deliverable was provided to the Government for inspection, if applicable

7. Serial number/part number, if applicable The Contractor must use the IPP website to register, access, and use IPP for submitting requests for payment. Contractor assistance with enrollment can be obtained by contacting the IPP Customer Support Helpdesk by sending an email to

IPPCustomerSupport@fiscal.treasury.gov or by phone on (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with quotation submission.

III.

CONFIDENTIALITY OF INFORMATION

By agreeing to this contract and/or any amendments, the Contractor acknowledges, understands, and accepts the following:

A. All information regarding the procedures developed under this contract must be regarded as sensitive information by the Contractor and not to be disclosed to anyone outside the Contractor’s organization without the written permission of the Contracting Officer.

B. The Contractor may have access to and use of data or information, which may be considered proprietary or confidential. Dissemination or use of the data or information, other than in performance of this contract, would be adverse to the interests of the Government and others.

C. The Contractor agrees in the performance of this contract to keep all information supplied by the Government and all information obtained in conducting research in the strictest confidence; this information being the sole property of the Government.

D. The Contractor agrees that its personnel will not divulge or release data or information developed or obtained in connection with the performance of this contract. The Contractor agrees not to publish, reproduce, or otherwise divulge such information in whole or in part, in any manner or form, nor authorize others to do so, taking such reasonable measures as are necessary to restrict the information to those personnel who must have the information to perform the work provided herein.

E. The Contractor must establish policies and procedures to implement the substance of this clause at the individual employee level which will assure that affected personnel are made aware of contract provisions and terms and conditions and the Contractor’s implementing policies and procedures. Particular attention will be given to keeping personnel advised of the statutes and regulations applicable to the handling of other Contractor confidential financial data.

F. The Contractor must not refer to this contract in commercial advertising, or similar promotions and the Contractor is restricted from reproducing the image(s) of NARA in any form of commercial advertising or similar promotion without the expressed written permission of the Contracting Officer. This includes images of official seals and buildings, which is controlled by NARA.

G. The Contractor must not release confidential IRS information unless the disclosure is authorized under the provisions of the IRC, the Privacy Act, Title 18 U.S.C., and the terms of the respective IRS Contract. Unauthorized disclosures by any Contractor employee could subject him/her to civil and criminal penalties under Title 26 U.S.C. sections 7213, 7213A, and 7431, Title 5, U.S.C. section 552a of the Privacy Act, and Title 18 U.S.C. sections 641 and 3571.

IV.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

These NARA terms and conditions applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. Federal record:

(1) includes National Archives and Records Administration records.

(2) does not include personal files.

(3) applies to records created, received, or maintained by Contractors pursuant to their National Archives and Records Administration contract.

(4) May include deliverables and documentation associated with deliverables.

C. Requirements

(1) Contractor agrees to comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format, or mode of transmission, or state of completion.

(2) In accordance with 36 C.F.R. 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C.