SOW_Preservation of Audiovisual Material BPA_2020 - Final.pdf

Film Digitization - Final SOW as of 8/17/2020

National Library of Medicine/History of Medicine Division Statement of Work for Audiovisual Preservation

1.0 INTRODUCTON

The History of Medicine Division (HMD) of the U.S. National Library of Medicine (NLM) requires a Labor Hour Blanket Purchase Agreement with one or more contractors experienced in film and magnetic tape preservation to (1) inspect; (2) clean and treat as necessary; and (3) generate digital preservation, mezzanine, and access files for all types of 16mm, 35 mm, and 8mm film as well as video and audio magnetic tape formats from its historical medical audiovisual collection.

1.2 BACKGROUND

The U.S. National Library of Medicine, located on the campus of the National Institutes of Health, is the world’s largest biomedical library. NLM maintains and makes available a vast print collection and produces electronic information resources on a wide range of topics that are searched billions of times each year by millions of people around the globe. It also supports and conducts research, development, and training in biomedical informatics and health information technology. In addition, the Library coordinates a 6,500-member National Network of Libraries of Medicine that promotes and provides access to health information in communities across the United States.

The History of Medicine Division’s Historical Audiovisuals collection within the NLM includes about 8,000 processed titles and approximately 2,500 unprocessed items consisting of multiple film, video, and audio formats. Though 16mm film is the largest component of the History of Medicine collection at NLM, our cataloged holdings also include thousands of magnetic media titles including VHS, Umatic, BetaSP, audiocassettes, and audio-reels focused on health, medicine, and science. Content consists of instructional and educational titles, public health material, commercial productions with medical themes, public service announcements, histories of medicine, recordings of public lectures and ceremonies, and documentary footage of biomedical research. Intended audiences for these films and audio files range from the general public to clinicians and surgeons, military personnel, state and local health authorities, and others. The collection is heavily used by academics, documentary film producers, medical historians, and students.

1.2 SCOPE

Digitize film material of various gauges and magnetic media including video and audio tape in various formats.

1.3 OBJECTIVE

NLM has compiled a list of the most-requested titles in our collection over the past 20 years. These titles have been duplicated multiple times by multiple patrons, resulting in wear and tear on the masters. To meet patron requests in the future while also preserving our collections including those involving rare film, it is critical that we create high-resolution digital preservation copies that can be provided to patrons in lieu of allowing further handling and copying of the masters.

In addition, NLM has thousands of audiovisual titles that have not been cataloged and added to the publicly available collection. This agreement would provide for the digital preservation of these titles as well, expanding considerably the body of material available to the public.

2.0 REQUIREMENTS

Independently, and not as an agent of the Government, the contractor will manually inspect, clean, treat, and repair as necessary each film or tape element prior to digital transfer, following best practices in the field. The Contractor will use state-of-the-art equipment and processes to convert the original magnetic tape or 8mm, 16mm, or 35mm film to a high-resolution digital master. The Contractor will also produce from the digital master a mezzanine file and an MP4 version for access purposes. Specifications for master, mezzanine, and access files will be refined in consultation between the Contractor and the Government.

In some cases, film titles include multiple elements and copies. In these instances, the Contractor will assess each element to determine which is most complete and suitable for digital preservation.

The Contractor program/project manager will work collaboratively with the Government COR. The Contractor’s work-product shall be assigned, reviewed, inspected, and accepted by the COR. The COR will consult with the Contractor during all phases of the activities, reviewing plans prior to implementation, reviewing work for accuracy, and making recommendations as needed to ensure conformation to NLM specifications and timely completion of the work.

2.1 Tasks

2.1.1 Preservation of film titles to produce high resolution digital masters, mezzanine files, and MP4 access copies of each title.

The NLM will provide the Contractor with shipments of up to 20 original film titles for processing with each order. The number and length of film titles included in each shipment may vary.

The contractor shall be required to:

1. Inspect the condition of each film and provide a brief condition report

2. Clean each film according to best practices

3. In some instances, NLM may provide multiple copies of a title and ask that the contractor determine most suitable elements for transfer based on condition and completeness

4. Treat and repair damaged film as needed, according to best practices

5. If separate picture and sound elements exist for a title, digitize both picture and sound elements separately, synchronize, and create composite files.

6. Convert original film to digital master, mezzanine, and access files according to image and audio specifications to be provided (likely formats include FFV1, Apple ProRes 4444, MP4. See sample specifications below, which may change when tasks are formally issued.)

Sample specifications for FFV1 files:

Preservation Master

• Format: FFV1. File encoded using FFv1 version 3 (10 bit)

• Container: Matroska (.mkv extension)

• Frame size: 1920x1080

• Aspect Ratio: 16:9, pillar boxed. Retain original film image aspect ratio (1.375:1, 4:3)

• Frame rate: 24 fps (unless found to be otherwise)

• Scan type: Progressive

• Color space: RGB

Audio

• Audio channels: 2 (Stereo L/R or Dual Mono depending on film audio track type)

• Format: PCM

• Sample rate: 48 KHz

• Sample size: 24 bit

2.1.2 Preservation of VHS and S-VHS tapes.

NLM anticipates shipping in batches of 100 tapes each. NLM will prepare a manifest with unique IDs, titles, item barcodes, and other information so the contractor and client may accurately track material.

Tapes require inspection, cleaning, treatment, and digital transfer according to specifications provided, with accompanying metadata generated.

1. Receipt and check-in of each shipped batch of tapes according to manifests provided (4-5 batches total)

2. Inspection and cleaning of each tape

3. Treatment of compromised tapes as needed

4. Digital transfer and creation of the following files o Preservation: FFV1/MKV o Mezzanine: ProRes 422/Quicktime o Access: h.264/MP4

5. QC digital files

6. Production and submission of metadata as described below

2.1.2.1 Video Handling

Record tabs, if present, must be removed prior to digitization.

All media must be handled and stored in an appropriate temperature and humidity-controlled environment with temperatures that shall not exceed sixty (60) degrees Fahrenheit, and relative humidity (RH) that shall not exceed fifty percent (50%).

2.1.2.2 Video Cleaning & Baking

If professional-grade cleaning machines exist, they must be used, and the action noted in metadata digitization process notes. Cleaning machines should also undergo regular servicing to ensure that tapes will not be damaged during the cleaning process.

Video formats that regularly fall victim to sticky-shed or any other form of binder hydrolysis, should be baked to achieve optimal reformatting. Local baking customs and procedures must be communicated in a detailed manner to the COR prior to award.

2.1.2.3 Video Repair and Rehousing

Treatments such as re-shelling or rehousing should be performed, when needed, by skilled technicians to achieve optimal reformatting.

2.1.2.4 Guidelines: Preservation Master Files

Characteristics intrinsic to the broadcast standard of the source material, including frame rate, pixel aspect ratio, interlacing, resolution, and recording standard (NTSC, PAL, SECAM, etc.) should be preserved.

Signal extraction must be optimal and carried out using equipment and accessories appropriate to original format characteristics.

The most direct and clean signal path must be used at all times from source to destination. There may be no devices inserted in the signal path that are not being used. If there are multiple destination formats used in the transfer, the signal path must be routed in parallel. No daisy-chaining of devices may occur.

The highest quality signal format (composite, S-Video, Component, SDI, etc.) available for the source media type must be used throughout the entirety of the signal path from source through destination.

Exceptions to this must be explained and requested prior to performing the transfer.

Luminance, black, and color levels should be adjusted to existing color bars if they are present on tape and look accurate. If color bars are not present or are clearly inaccurate, preview each tape in order to adjust levels according to the content of the tape using known references (such as blue sky, known blacks and whites, flesh tone, etc.). Luma should be adjusted to fall within broadcast range (100 IRE max) and must not exceed 110 IRE.

The transfer should capture all content recorded on the original object, including any bars and tone, slates, or other material coming before the start of the recorded program.

The recording should run until the end of the recorded content (picture and sound). If this endpoint cannot be unambiguously determined, the recording should run until the end of the original object.

If present on the source tape, closed captions must be captured.

2.1.3 Metadata

The Contractor shall generate appropriate metadata utilizing a predetermined metadata schema, to be shared after receipt of the order. NLM will provide an Excel spreadsheet that includes bibliographic/descriptive data for each NLM collection object included in the project. Note that one collection object with a single unique ID may contain multiple physical objects (for example, a title that includes two tapes, Part 1 and Part 2). The spreadsheet also will contain a moderate number of additional columns specifying standard descriptive and technical metadata to be captured by the contractor. This metadata will be in line with current practices in the field of video preservation. In addition, the contractor will also be asked to supply data integrity verification in the form of MD5 checksum, which will be added to the metadata spreadsheet.

2.2 Tasks - Other media types

Requests for digitization, repair, and preservation of other media types may occur periodically. The type of media, quantity, and specific requirements will be addressed in each individual task assignment.

2.3 Deliverables

1. Provide metadata in spreadsheet form (template will be furnished, but is subject to revision following further discussion between the contractor and government)

2. Post-processing, the Contractor will return all hard drives with digital files for inspection by the

Government. The Government will identify corrections to be made. Corrections will be reworked at the Contractor’s expense and returned to the Government for additional inspection.

3. Return original films and magnetic media once digital work is accepted by the Government

4. All media must be shipped on portable hard drives (either NLM-provided or purchased from

Contractor)

The contractor shall be capable of, upon NLM request, rendering any communication and/or documents, e.g., emails, condition reports, manifests, and invoices produced as result of digitization workflow to be Section 508 compliant.

2.4 Quality Control

In order to preserve the inherent value of the material provided to the Contractor, the Contractor and any subcontractors shall utilize industry standard practices and procedures in the treatment, digitization, and preservation of all media. The contractor will be required to implement quality control measures to ensure all processes comply with the standards identified in the Contractor’s Quality Control Plan.

2.5 Security

In line with NIH policy guidelines on security and privacy controls on protecting federal information systems and organizations, the contractor is required to confirm and validate that the hard drives are free of any malware and potential viruses that could compromise the NIH data or systems and make the agency vulnerable to cyber-attacks. A scan result validating that the hard drives are free of viruses and malware is required to be presented by the contractor in addition to Contractor’s signature attesting to the state of health of the hard drives.

All media provided to the contractor is subject to copyright protection.

2.6 Schedule

The Blanket Purchase Agreement will consist of a base year period of performance from September 17, 2020 through September 16, 2021 with the option for two additional 12-month periods of performance.

The inclusion of options in any Blank Purchase Agreement or individual task order does not guarantee such options will be exercised. Exercise of any option shall be at the Government’s discretion.

The work schedule will be determined upon execution of each task by the Contracting Officer’s Representative (COR) in collaboration with the Contractor.

2.7 Place of Performance

All activities shall be performed offsite at the Contractor’s location.

Telework: In cases of weather or other extreme emergency, telework is acceptable by the Government where the requirements are conducive to executing work in a location other than the Contractor’s worksite. In no case should work material or hard drives be transported outside of the continental United States for processing.

2.8 Government Furnished Property

The Government may provide hard drives for return of digital media. Hard drives not provided by the Government will be the responsibility of the Contractor to procure. Provision of hard drives will be specified in each order.

Unless otherwise indicated, all films, media, and hard drives will be retained as property of the U.S.

Government.

2.9 Inspections and Acceptance Requirements

The (products/reports) delivered by the contractor will be reviewed and approved for acceptance by the COR upon delivery by the contractor.

2.10 Continuity of Operations During A Government Closure

The Contractor shall submit a plan entitled Continuity of Operations During a Government Closure to the COR for approval within 20 calendar days following an instruction from the COR to do so. The plan shall sufficiently specify what work tasks would be performed at non-Government location(s) (i.e., not a “Federally-controlled facility”) during a closure and which Contractor employees would be authorized to telework under the TELEWORK provision of this acquisition.

The Contractor shall implement its approved Continuity of Operations During a Government Closure plan when directed by the COR.

3.0 CONTRACT ADMINISTRATION

3.1 Contracting Officer Representative

The following Contracting Officer's Representative (COR) will represent the Government for the purpose of this contract: To be Determined

The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements;

(3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance.

The Contracting Officer is the only person with authority to act as agent of the Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the Contractor for any costs incurred during the performance of this contract; (5) otherwise change any terms and conditions of this contract; or (6) sign written licensing agreements.

The Government may unilaterally change its COR designation.

3.2 Quality Assurance Surveillance

NLM will apply the following Quality Assurance criteria in the review and acceptance of all deliverables.

1. Timely return of digital files (45-day turnaround for each batch of 20 films or 100 tapes)

2. Adherence to required technical specifications

3. Completion of required metadata fields in format requested by NLM

4. Percentage of reworks (no more than 5% per batch)

5. Communication with COR (resolving issues that may arise)

6. Timely return of original media

7. Communication with COR upon deletion of project files from vendor servers

Performance Area Standard Acceptable Quality Level Method of Surveillance

(a) Technical

Performance All task requirements met with little to no re-work/re-performance required and with few minor or no significant problems

No significant rework or re-performance required during reporting period.

Any minor issues successfully addressed.

Periodic inspection of contractor performance, status reports and invoices.

(b) Schedule Compliance

Contractor provides deliverables on or before due dates and meets or exceeds project milestones or schedules.

No more than one minor deliverable submitted late per reporting period. No significant late deliveries or missed milestones.

Inspection of deliverable and milestones against schedule.

(c) Deliverable Quality

Deliverables are complete, accurate and compliant with task requirements.

No more than one minor rejected deliverable per reporting period. No significant deliveries rejected or missed milestones.

Review and acceptance procedures for deliverables and accomplishment of milestones per task order criteria.

(d) Cost Control Successful delivery of all Task Order requirements within budgeted cost

No requests for additional funding per reporting period beyond budget without change in scope

Contractor correspondence with the Contracting Officer.

A quality assurance review shall be supplied for each task assignment. A Contractor past performance assessment shall be conducted at least annually and shall summarize all tasks issued during the period of review.