Task 0002 - Film Preservation Task-Final-20200820.pdf

Task 0002: Digital Preservation of 16 mm Films

Preparation of Technical and Business Response

1. Technical

• Identify the proposed approach for completing the requirements of the task including the capacity to manage the volume of work specified by the task

• Identify the proposed schedule of performance and delivery

• Identify any subcontractors as necessary and specify the offerors approach for maintaining oversight and quality control of work performed by subcontractors

2. Price The Offerors pricing response should be divided into 2 sections

• Media Assessment and Condition Reporting (pricing must be firm, fixed price)

• Repair and preservation/digitization of media (pricing may be firm fixed price, Time and Material, Labor Hour, or any combination)

Task 0002 – SOW Effective 8/20/2020

Task 0002: Digital Preservation of 16 mm Films Statement of Work

1.0 OVERVIEW

While the NLM audiovisual collection includes many formats, this task is centered on the digital preservation of selected 16 mm titles. The library’s most-requested collection titles have been duplicated multiple times, resulting in wear and tear on the masters. To meet patron requests in the future while also preserving our collections, including rare and fragile titles, we wish to create high-resolution digital preservation and access copies that can be provided to patrons in lieu of allowing further handling and copying of the masters. In addition, NLM wishes to begin digitizing films that have not yet been cataloged and added to the publicly available collection.

The film elements require inspection, cleaning, treatment, and in some cases sound/picture synchronization, followed by digital transfer according to specifications provided, with accompanying metadata generated.

1.2 SCOPE

Independently, and not as an agent of the Government, the contractor will manually inspect, clean, treat, and repair as necessary each film 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 16mm film to a high-resolution digital master. The Contractor also will produce from the digital master a mezzanine file and an MP4 version for access purposes. Specifications for the digital preservation master, mezzanine, and access files are detailed below and 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 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 activity, 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.

2.0 TASK ORDER REQUIREMENTS

2.1 Shipping and Receiving

The NLM will provide the Contractor with shipments of up to 20 original titles for processing in each batch. NLM will prepare a manifest with unique IDs, titles, item barcodes, and other information so the contractor and client may accurately track material. The number and length of film titles included in each shipment may vary.

2.2 Processing

The contractor shall be required to:

1. Receive and check in each shipped batch of films according to manifests provided.

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

3. Clean each film according to best practices, which may include adding protective film leader at the tail and head of the selected film(s).

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

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

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

7. Convert original film to digital preservation master, mezzanine, and access files according to image and audio specifications provided below, and subject to revision in consultation with vendor.

8. Retain file naming conventions for each digital file, to be specified by NLM.

9. Produce and submit metadata as described below.

2.3 Image and Audio Specifications

2.3.1 Preservation Master Image Specs

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

• Container: Matroska (.mkv extension)

• Frame size: 2K (2048x1080) for 16mm ensuring the scan is edge to edge of the source material, or as close as possible in order to retain soundtrack (if applicable) and edge code information.

• Aspect Ratio: Retain original film image aspect ratio (1.375:1, 4:3) / Square pixels

• Frame rate: Native frame rate. 24 FPS if sound is present in source material.

• Scan type: Progressive

• Color space: RGB (Y’ can be used for black and white material)

• Color correction: Best-light color correction. Use 10-bit Log for negative and D/Min D/Max parameters should be used for the dynamic range of all others. Lift, gamma, and gain should also be adjusted for b/w films and clipping of whites and crushing of blacks should be avoided.

2.3.2 Preservation Master Audio Specs

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

• Format: PCM

• Container: WAV (.wav)

• Sample rate: 96 KHz

• Sample size: 24 bit

2.3.3 Mezzanine File Image Specs

• Format: Apple ProRes 422 HQ

• Container: Quicktime (.mov extension)

• Frame size: 2048x1080

• Aspect Ratio: 16:9, pillar boxed to fill out 16:9 frame. Retain original image aspect ratio and entire image area / Square pixels.

• Frame rate: Native frame rate. 24 FPS if sound is present in source material.

• Scan type: Progressive

• Color space: RGB

2.3.4 Mezzanine File Audio Specs

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

• Format: PCM

• Sample rate: 96 KHz

• Sample size: 24 bit

2.3.5 Access File Image Specs

• Container: MPEG4 (.mp4 extension)

• File format: H.264 codec

• Bitrate: Variable, 5-7 Mbps

• Frame size: Scan at HD (1440x1080) for 4:3 content from 16mm film source material.

• Aspect Ratio: Crop within frame to retain original image aspect ratio / Square pixels

• Frame rate: Native frame rate. 24 FPS if sound is present in source material.

• Scan type: Progressive

• Color space: RGB

• File should be enabled and optimized for streaming

2.3.6 Access File Audio Specs

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

• Format: AAC-LC,

• Sample rate: 48kHz,

• Bitrate: 320kbps

2.4 Metadata

The Contractor shall generate appropriate metadata using a predetermined metadata schema, to be shared after receipt of the order. NLM anticipates providing 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 film reels, Part 1 and Part 2). The spreadsheet also will contain 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 film preservation. In addition, the contractor will be asked to supply data integrity verification in the form of MD5 checksum, which will be added to the metadata spreadsheet.

2.5 Deliverables

1. Post-processing, the Contractor will return all hard drives with digital files for inspection by the Government. Shipping shall be at Government expense via FedEx.

2. 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. Provide metadata in spreadsheet form as described in Section 2.4 (template will be furnished, but is subject to revision following further discussion between vendor and government)

4. Return original films once digital work is accepted by the Government

5. Ship files on portable hard drives provided by the NLM.