Convert DVD files for the Tent of Many Voices

Convert DVD Files - TOMV, LECL

The purpose of this amendment (0002) is to provide questions and answered asked since the ones provided in Amendment 0001.

*Special Note in #2 and a change to the Scope of Work: There are approximately 500 DVDs in the collection to be processed, not 1,659.

*Due date for offers is extended to June 16, 2021 at 4:00 PM CDT.

1) Are there any Blu-Ray discs in the collection? If so please tell us how many.

Answer: There are no Blu-Ray disks in the collection.

2) Can you provide a listing of the file sizes on each disk? As a non-real time file transfer, file size determines the process time as opposed to the hours of run time (ie: total amount of gigabytes or terabytes to be transferred is more a factor than the total hours of run time).

Answer: The amount of data on each disc varies based on the duration of the event contained on the disk. Some disks utilize nearly the entire 4.7 GB storage capacity of their disks, others utilize less than 1 GB. Without manually checking each disk in the collection it is not possible to give an exact answer to total storage as that data was not recorded. A sample of the collection provided the following data:
Resolution: 720 - 480p
Average Data rate: ~9330 kbps
Average Total bitrate ~9700 kbps
Frame Rate: 29.97 frames/second

Due to a miscommunication with the National Archives and Records Administration we have learned since posting this announcement that there are approximately 500 DVDs in the collection to be processed, not 1,659.

3) How many are fully authored DVDs?

Answer: Like question #2 we cannot guarantee that every single disk is fully authored, but of the sampled DVDs each disk has been authored.

4) Do these DVDs have assets other than the actual video/audio files (ie: graphics, 508 captioning, secondary languages, etc.)? If so, do these assets need to be transferred?

Answer: The DVDs do NOT have any captioning nor have the sampled DVDs had graphics, secondary languages, or any other assets to be transferred.

5) There are many lossless file types available (ie: FFV1 10-bit, JPEG2000 10-bit Lossless, H. 264 Lossless, H. 265 Lossless, Motion JPEG Lossless, Apple Animation Quicktime RLE, Autodesk Animator Codec). Does the government have a preference, or should the vendor decide?

Answer: As stated in the SOW "the lossless filetype can be any easily accessed and used lossless format, playable by free to use programs." So long as the file type meets those requirements NPS leaves the decision to the vendor.

6) Given that the original material has already been compressed by the transfer to DVD, will the government accept a ¿virtually lossless¿ codec file type such as ProRes 422 in order to reduce the total file size?

Answer: Professional archivists at NARA estimate that the total file size stored on the DVDs will not exceed 8 terabytes. That said, the purpose of this transference is to make these videos more publicly accessible. As long as the final files are of sufficient quality to be viewed on a web player, such as NP Gallery, - and the filetypes can be easily accessed and playable by free to use programs - NPS is willing to consider proposals with minimal loss instead of truly lossless codec file types. Regardless of the lossless version used, an MP4 of each file is still required.

7) If the actual transfer must be truly lossless as stated in the RFQ, we estimate the transfer of 1,659 DVDs will require approximately 106TB ¿ 128TB for the lossless files plus 16TB for the MP4 files. This massive amount of data will not fit on a single SSD drive as outlined. (Note, the use of ProRes 422 above would dramatically reduce total file size and number of drives, but it will still not fit on a single drive.)

Answer: See answer to question #6 regarding lossless file codecs. If the final data from the DVDs will not fit onto a single SSD, NPS will consider splitting the data across multiple external SSDs.

8) Do the final SSD drives being delivered need to be encrypted? Past NPS contracts we have worked on specified archive quality encrypted drives.

Answer: Because the content on these DVDs is publicly accessible and contains no Personally Identifiable Information (PII), encryption will not be necessary in this instance.

9) Please confirm that the DVDs are not copy protected.

Answer: We cannot guarantee that there is no copy protection software on the DVDs, but of the DVDs that we have sampled we have not encountered copy protection software. Regarding copyright legal liability NPS maintains all rights to the content on the DVDs.

10) Is there an established format (i.e. spreadsheet with certain fields, etc.) you would like the vendor to use for the metadata?

Answer: NPS will provide a Microsoft Access Database for reference. The vendor will not be required to create a spreadsheet or other format for storing the metadata separately. It is imperative that each file retain its disk number and other already embedded metadata, including timestamps of the video, when it is transferred over. In addition, NPS wants each file to include the disk number (labeled "TapeID" in the MS Access Database) in the filename.

11) Please define the nature and type of metadata you would like recorded. Is it just the disc number or should it include any technical or other content specs? If so, please list what information is required to be included.

Answer: The most important metadata to retain is the disk number, to be included in the filename of the final file, and time stamps of the video. NPS does not expect the vendor to specially record any data in a separate format.

12) Is completing and submitting the Reps and Certs required if we¿ve already completed them, and we are current with our SAM listing? And if SAM is okay, can we just state that in our response or should we include a copy of our SAM record as part of the response (to take the place of filling out another reps and certs).

Answer: You may include a copy of your current SAM Reps and Certs or simply state your SAM Reps and Certs are current and up to date.

End of questions and answers for this amendment.

For any questions, send to james_bissaillon@nps.gov.

All amendments must be acknowledged at the time of offer.

Convert DVD Files - TOMV, LECL

The purpose of this amendment (0001) is to provide questions and answered asked thus far.

1) What is the estimated date of award?

Answer: This will depend on largely on the offers we receive in response to the solicitation. If Discussions are not needed, an award should be made by June 21, 2021.

2) Does the govt have a preferred lossless format? Prores?

Answer: Per the Scope of Work, Article III, page 2: "The lossless filetype can be any easily accessed and used lossless format, playable by free to use programs."

3) Are the recordings all on video, or do they include audio-only recordings as well?

Answer: To the best of our knowledge, the recordings are all video. However, it is possible there are audio-only recordings.

4) Do the disc filenames match the disc label?

Answer: Not exactly, but an Access Database which we will provide matches each entry to its corresponding disc. So as long as that metadata is retained, there should be no issue.

End of questions and answers for this amendment.

All amendments must be acknowledged at the time of offer.

Combined Synopsis Solicitation for Convert DVD Files - TOMV, LECL

52.212-1, Instructions to Offerors - Commercial Items and 52.212-2, Evaluation-Commercial Items have been amended below. Read the below information in its entirety.

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

(ii) The solicitation number is 140P6021Q0016 and is issued as a Request for Quotation (RFQ).

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2021-05. The FAC is available at https://www.acquisition.gov/FAR.

(iv) This procurement is set aside 100% for small businesses under NAICS Code 512191 ¿ Teleproduction and Other Postproduction Services, with a Small Business Size Standard of $34.5M.

(v) Line items:

00010 ¿ Convert DVD files and save on two identical external Solid State Drives in accordance with the Scope of Work and all addenda, Quantity of one (1), Unit of job.

(vi) The Lewis and Clark National Historic Trail seeks to have over 1,800 hours of video and audio recordings on 1,659 Digital Video Discs, taken from the Tent of Many Voices transferred from their archival DVDs into a lossless file format and also as an mp4 file format and transferred onto external hard drives. Furthermore, the final, video and audio recordings are to retain all associated metadata to enable future inventorying and subdividing of the files. The DVDs may contain individual files, or they may be in a DVD format, or a combination of both, with multiple filetypes. All files shall be transferred into a lossless and an mp4 filetype and each saved to both hard drives.

(vii) Date(s) and place(s) of delivery and acceptance and FOB point:

Period of Performance: 45 days after receipt of order (ARO)

Location: Complete project deliverables to be delivered to Lewis and Clark National Historic Trail, 601 Riverfront Dr, Omaha, NE 68102 (Further addressee information will be provided at time of award)

FOB: Destination

(viii) The provision 52.212-1, Instructions to Offerors ¿ Commercial Items, applies to this procurement with the following addenda:

a. Any questions pertaining to this solicitation must be sent via email to james_bissaillon@nps.gov on or before June 8, 2021 at 16:00 CDT to allow time to respond to the questions. Final questions will be answered in an Amendment to this solicitation and posted on or about June 9, 2021. All amendments must be acknowledged with your quotation.

b. At a minimum, quotes must include

(1) Provide the DUNS number and CAGE Code under which your offer is made.

(2) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically.

(3) Required Documents showing:

Factor I: Technical Capability

Subfactor I ¿ Strategy: Provide a description of the methods, techniques and procedures used to perform this project including make and model of SSDs to be used.
Subfactor II ¿ Project Schedule: Provide a project schedule for the performance and completion of the project. The entire project must be completed within 45 days of the date of award.
Subfactor III ¿ Previous Experience: Provide a description of at least two but no more than five completed projects that are similar in size and scope to this project. Previous experience is not limited to only federal contracts.

Factor II: Past Performance

Provide client contact information for the Previous Experience examples you provide from Factor I, Subfactor III above. Provide the point of contact¿s name, address, phone number, and email address, if known. The Government may also consider any and all other sources of past performance information.

Factor III: Price

Provide your lump-sum price for the complete project and a breakdown of prices that allow the government to adequately perform a price analysis concerning labor, materials, and any other expenses.
Include each Factor in its own file (.docx, .pdf, etc) with clear headings for the Subfactors.

(ix) The provision, 52.212-2, Evaluation-Commercial Items, applies to this procurement. Evaluation of quotes will be performed in accordance with FAR 13.106-2, Evaluation of quotations or offers. A firm-fixed price award is contemplated for the quote that reflects a price that is considered both Fair and Reasonable to the government. The Government anticipates awarding a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: 1) Technical Capability, 2) Past Performance, and 3) Price.
The government may award a contract based on the initial offer received without discussion of such offers. Accordingly, each initial offer should reflect the best technical summary at the most favorable price which the offeror can offer the government.

(x) Offerors shall include a completed copy of the provision 52.212-3, Offeror Representations and Certifications -- Commercial Items, with their quote.

(xi) The selected Offeror must comply with the following commercial item terms and conditions, which are incorporated herein by reference: FAR 52.212-4, Contract Terms and Conditions - Commercial Items; The full text of the referenced FAR clauses may be accessed electronically at https://www.acquisition.gov/far/.
Reference FAR 52.212-4, Paragraph (c) is hereby tailored as follows: FAR 52.212-4 (c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties with the exception of administrative changes such as paying office, appropriation data, etc., which may be changed unilaterally by the Government.

(xii) The provision, 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this procurement. All Offerors must comply with the following commercial item terms and conditions, which are incorporated herein by reference: FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items, paragraph (a) and the following clauses in paragraph (b): 52.219-6, 52.219-28, 52.222-3, 52.222-19, 52.222-21, 52.222-26,52.222-50, 52.223-18, 52.225-13, 52.232-33 and the following clauses in paragraph (c) 52.222-41, 52.222-42, 52.222-55, 52.222-62, The full text of the referenced FAR clauses may be accessed electronically at https://www.acquisition.gov/far/.
Electronic Invoicing and Payment Requirements - Invoice Processing Platform (IPP) (September 2011) Payment requests must be submitted electronically through the U.S. Department of the Treasury's Invoice Processing Platform System (IPP)."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. Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice : N/A.
The Contractor must use the IPP website to register, access and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact (as listed in SAM) will receive enrollment instructions via email from the Federal Reserve Bank of Boston (FRBB) within 3-5 business days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email ippgroup@bos.frb.org or phone (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 its quotation.

Green Procurement; To the extent that the services provided by the Contractor require provision of any of the types of products listed at https://sftool.gov/greenprocurement, the Contractor is expected to provide the green type of product unless that type of product is not available competitively within a reasonable time, at a reasonable price, is not life cycle cost efficient in the case of energy consuming products, or does not meet reasonable performance standards.

(xiii) Offerors are to see the complete solicitation package for complete details and attachments. There are two attachments.
An active Contractor registration is required in the System for Award Management (SAM) website, https://www.sam.gov at the time of quote submission, the time of award in order to be considered for award and maintained throughout the life of the contract in order to receive payment.

Attachments included:

Attachment 1 - A04 SOW.pdf
Attachment 2 - B03 DOL Wage Determination.txt

(xiv) N/A

(xv) All quotes must be submitted by the due date to be considered. Quotes are due on or before June 11, 2021 at 4:00 PM CDT.
Quotes shall be submitted electronically, via email to james_bissaillon@nps.gov

(xvi) The only point of contact for this solicitation is Contracting Officer James Bissaillon, email james_bissaillon@nps.gov or phone (402) 661-1690.