Audiovisual Duplication Services

This is a Small Business Sources Sought notice. The NAICS code for this Small Business Sources Sought notice is: 512199. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. All responsible sources may submit a capability statement which will be considered by the National Library of Medicine. This Sources Sought Notice is not a Request for Quotations (RFQ), nor is an RFQ available. Interested firms responding to this Sources Sought Notice must provide a capability statement that displays the following: (a) Microsoft Word or PDF file in 12 point font; (b) DUNS number, organization name, address, point of contact, and size and type of business (e.g., 8(a), HUBZone, etc) pursuant to the applicable NAICS code); (c) Technical and administrative points of contact, including names, titles, addresses, telephone and fax numbers, and e-mail addresses; (d) Staff expertise, including their availability, experience, and formal and other training; (e) Current in-house capability and capacity to perform the work; (f) Prior completed projects of similar nature; (g) Corporate experience and management capability; and (h) Examples of prior completed Government contracts, references, and other related information. The capability statement should contain enough sufficient detail for the Government to make an informed decision regarding your capabilities; however, the statement should not exceed 6 pages (excluding attachments.) This sources sought notice requires capability statements to be submitted via eCPS.: 1) Electronic copy via the NLM electronic Contract Proposal Submission (eCPS) website at https://ecps.nih.gov/NLM. For directions on using eCPS, go to https://ecps.nih.gov/NLM/home/howto NOTE: To submit your electronic capability statement using eCPS, all offerors must have a valid NIH External Directory Account, which provides authentication and serves as a vehicle for secure transmission of documents and communication with the NLM. The NIH External Directory Account registration process may take up to 24 hours to become active. Submission of proposals by facsimile or e-mail is not accepted. All capability statements must be submitted electronically no later than 10:00am Eastern time on March 11th, 2016 via the method indicated above. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). __________________________________________________________ National Library of Medicine Preservation and Collection Management Section AUDIOVISUAL DUPLICATION SERVICES DRAFT Scope of Work The National Library of Medicine (NLM) is a federal agency that is part of the National Institutes of Health (NIH) and is located in Bethesda, MD. NLM makes copies of audiovisuals for preservation purposes. NLM assumes responsibility for ensuring that materials sent for duplication are not subject to copyright restrictions. Most of the materials to be duplicated are 16mm motion picture films and ¾" U-Matic videotapes. The physical condition of some originals is good; however, the condition of others is fair to poor. Copies produced under this contract are the property of NLM. All work shall be performed at the vendor's facility. The schedule of delivery will be determined at the time of the award. I. FILM-TO-VIDEO TRANSFER A. Preventing damage 1. Staff requirements. Only skilled technicians with experience in handling historical motion pictures may inspect, repair, treat, or duplicate NLM films. 2. Handling. Handle film carefully at all times. Take special care with shrunken or brittle film. Be sure hands are clean and free of lotion. Touch only the edges of the film. When inspecting film on manual rewinds and performing spot cleaning or repairs, wear lint-free, clean cotton or nylon gloves. 3. Equipment. Use playback and duplication equipment that is cleaned, maintained, and operated according to the manufacturers' specifications. Pay particular attention to the cleanliness and alignment of the film guides. B. Condition inspection 1. Likely damage. Check every reel for shrinkage and condition. If a film is likely to be damaged at any point during the condition evaluation or duplication process, contact NLM for a decision on whether to proceed or return the film unduplicated. 2. Inspection. Carefully load each reel onto manual rewinds and inspect over a light box. Identify all problems that need to be addressed before duplication, including but not limited to the following: a. Dirt, smudges, adhesive or chemical residue b. Scratches or other damage c. Poor quality or deteriorating splices d. Perforation damage e. Tears f. Missing or short leaders/trailers 3. Damage to image area or sound track. If damage is severe enough to interfere with the ability to view or hear the copy without significant distraction, contact NLM before proceeding. For example, contact NLM if there are a few scratches in the image area that continue throughout an entire reel, severe image loss limited to a smaller portion of a reel, or sound distortions that make it difficult to understand what is being said. When in doubt about the relative severity of damage, contact NLM. C. Treatments 1. Cleaning. Film should be cleaned to optimize the quality of the copies and remove any particles or residue that might contribute to future deterioration. Most films will need to be cleaned in their entirety, but some will not. Depending on how dirty a film is, it can be spot cleaned by hand, run through PT rollers, run through a cleaning machine, or a combination of these methods may be needed. If in doubt, use a cleaning machine. Cleaning machines must be maintained and operated according to the manufacturer's specifications to ensure that the cleaning is effective, film is not damaged, and no chemical residue remains on the film. Film must be completely dry before it is rewound. If solvents are used, they must be handled according to all applicable federal and state regulations to ensure the safety of staff. 2. Splices. Replace splices that are failing, oozing adhesive or made of material that is not of preservation quality. Take care not to cover perforations with a tape splice. Keep frame loss to a minimum. Maintain frame line, proper longitudinal alignment, and sound and picture synchronization. 3. Perforations. Repair torn or distorted perforations so that the film fits properly into the sprockets and can be transported smoothly. 4. Leaders and trailers. Replace leaders and trailers that are not of archival quality or are too short. Leaders and trailers must be long enough to be threaded through cleaning and duplication equipment and allow proper positioning of the initial frame. When replacing leaders, write on them the title and "HF" call number. 5. Film cans. In general, NLM puts films in archival quality cans before sending them to the vendor. The vendor will provide new film cans only if specifically requested by NLM. 6. Other treatments. If other treatments could be of benefit, the contractor should contact NLM to make suggestions and get approval before proceeding. D. Film Pack After duplication, films will be rewound on cores with even tension. To prevent damage to the edges of the film, the surface of the film pack must be smooth and sections of film must not protrude above the surface of the pack. II. VIDEO-TO-VIDEO TRANSFER A. Preventing damage 1. Staff requirements. Only skilled technicians with experience with obsolete video formats may inspect the inside of cassette cases, perform repairs or treatments, or create duplicates. 2. Handling. When a cassette is opened to perform repairs, wear lint-free, clean cotton or nylon gloves. Touch only the edges of the tape. 3. Equipment. Use equipment that is cleaned, maintained, and operated according to the manufacturers' specifications. To reduce the risk of stretching fragile videotape or causing edge damage, be sure that equipment is properly aligned and adjusted for tape tension. B. Condition inspection 1. External inspection. Check each source tape for problems that may need to be addressed before duplication, including but not limited to: a. Damaged cassette shells b. Damaged leader/trailer c. Tape detached from hub d. Severe tape pack problems e. Dirt or residue where tape enters and exits the cassette case or elsewhere f. Brown/black flakes of oxide, smell, or other evidence of sticky shed syndrome (see http://www.ccaha.org/uploads/media_items/glossary.original.pdf ) 2. Playback problems. Check each tape to see if it plays properly. View a portion of the tape to check for problems with image or sound quality. If damage is severe enough to interfere with the ability to view or hear the copy without significant distraction, contact NLM. For example, contact NLM if there is complete image loss or unintelligible sound anywhere in the program, or more minor problems such as scratches or dropouts that affect a larger portion of the program. When in doubt about the relative severity of a problem, contact NLM. C. Treatments 1. Re-attach or replace detached or damaged leaders and trailers as needed. 2. Repair or replace damaged cassette shells. 3. At the beginning of the contract, NLM and the contractor will decide on procedures to be used for tapes with sticky shed syndrome and transport problems. III. TRANSFER PROCEDURES (Film-to-video and video-to-video) A. Copies to be produced In general, NLM orders an analog Betacam SP videotape as a duplication copy and a DVD as a viewing copy. NLM may occasionally order copies in other formats. Each shipping list (See Sect. VII, Shipments) gives the specific copies being ordered. For titles consisting of more than one numbered part or physical piece, the shipping list indicates if two or more parts/pieces should be combined onto one copy. For Betacam SP copies, use the shortest tape that will accommodate the length of the source material. Copy each source film or video in its entirety, without deletions or alterations. B. Blank stock Use professional grade, metal particle (MP) analog Betacam SP videocassettes of the highest quality available. Use DVDs widely acknowledged by the industry to be of optimal durability and quality. Alert NLM if tapes or discs of suitable preservation quality will no longer be manufactured by known, reputable companies. C. Color bars and audio tones Each tape copy shall contain at least a 10 second leader, a 60 second NTSC color bar, and a 1000-cycles/second reference tone on both audio tracks, followed by 30 seconds of black. D. Identification slates Each copy shall have an identification slate containing the following: Sample slate will be provided IV. BOXES AND LABELS The vendor's name and logo shall not appear on any labels or be imprinted on DVDs. A. Betacam SPs 1. Boxes. At the beginning of the contract the contractor shall provide a sample of the box to be used for Betacam SP tapes. The box must be approved in advance by NLM. The box shall snap shut securely and protect contents from dust and water infiltration and shall be made of polypropylene or other inert plastic that is not harmful to videotape. Boxes shall have a pocket on the outside to accommodate a label for the front and spine. 2. Labels. For boxes: Use plain alkaline paper for the box label. For cassette shell: Use a self-adhesive label. The adhesive must be an acrylic polymer or copolymer that adheres securely at temperatures as low as 55 degrees F. The labels for the front of the box and the cassette shell contain the same information as the identification slate (see III.C.) plus the ‘long' call number preceded by "Viewing copy:" Labels for the cassette shell and the front of box shall contain the following information (will be provided). If possible, prominence should be given to the HF call number and title. The HF call number shall be at least 12 point type. Labels for the box spine shall contain the following information (will be provided). The HF call number shall be at least 12 point type. B. DVDs At the beginning of the contract, NLM will decide if DVDs are to be delivered in individual cases or on a spindle. Individual cases shall be made of polypropylene or other inert plastic that is not harmful to DVDs and shall be approved in advance by NLM. The DVD and the label for the front of the case shall include the following information (will be provided). Titles too long to fit on the DVD may be truncated at a logical breaking point. The call number shall be at least 12 point type. If possible, prominence shall be given to the title and call number. Labels for the spine of the DVD case shall include the following information (will be provided). The call number shall be at least 12 point font. V. VENDOR QUALITY CONTROL A. Inspect a copy that was produced directly from the source material. 1. Check the beginning to make sure the color bars and sound reference tone are present and the identification slate is correct. 2. Spot check throughout to make sure that the sound and image quality is as good as possible given the condition of the source material and that no undesirable artifacts have been introduced. 3. Check the end to make sure the complete program has been copied. B. Inspect the labels on all copies to be sure the information is accurate. C. The contractor is expected to have an adequate quality assurance program. If NLM finds more than 3 errors in a shipment, NLM will stop its review and return the shipment to the contractor. The contractor shall re-inspect the entire shipment and correct all errors at no additional cost to NLM. VI. NLM QUALITY CONTROL If there is a problem with the image or sound quality, NLM compares the copies with the source material. If NLM believes the problem is due to the duplication process, NLM will discuss it with the contractor. The contractor's work shall be approved or rejected by the Contracting Officer's Representative. Errors determined to be the fault of the contractor will be returned within 30 days of receipt. The contractor shall take the steps necessary to fix the problem at no additional cost to NLM. VII. SHIPMENTS NLM supplies a list of material to be copied (including titles and call numbers) and the copies to be made (including the format and number of copies to be made and the call number for the copies) with each shipment of materials to be duplicated.. The contractor shall check the material received against the shipping list and notify NLM of any discrepancies within 1 workday of receipt. All designated work for each shipment will be completed and all original items and deliverables will be returned to NLM within 45 days. Some NLM shipments are designated as "Rush." They generally contain fewer than 5 items. The contractor shall deliver Rush shipments within 3 business days unless other arrangements have been made with NLM. NLM will prepare and pack the original film or video tapes for pick-up or shipping from the Library's site in Bethesda, MD, and notify the contractor when shipments are ready for pickup. Contractors shall indicate in their proposal whether the material will be picked up by the contractor or the contractor's licensed and bonded courier at NLM, or shipped, at contractor's expense, to the contractor via an NLM-approved shipper. To schedule deliveries, the contractor shall contact the delivery technician and send email confirmations to the Project and Alternate Contracting Officer's Representatives. If using a courier, in general, when the contractor delivers a shipment, NLM will have a shipment ready for pickup. Courier pickups and deliveries shall be made on weekdays between 8:30 am and 4:30 pm to Building 38, Loading Dock Room, Room B1N-09. Ring bell to be let into the room. Contractors will need to go through security checks prior to entering the NIH campus that may include verification of identification and vehicle searches. VIII. SAFE HANDLING AT CONTRACTOR'S FACILIITY NLM's source materials are valuable and often irreplaceable. NLM expects the contractor to handle materials with the utmost care at all times. NLM reserves the right to inspect at any time areas where NLM materials are handled and stored to ensure that the following requirements are being met. 1. Do not permit the temperature in areas where NLM materials are stored or duplicated to exceed 72 degrees Fahrenheit or 55% relative humidity at any time. 2. Provide adequate security against theft, vandalism, fire, flood, rodent and insect infestation, and other environmental hazards. Provide clean work areas. 3. Do not permit food, drink, or smoking at any time near NLM materials. 4. Handle NLM materials with clean hands. Do not permit any creams or moisturizers to come into contact with NLM film or tape materials. When handling film, wear lint-free, clean gloves and touch only the edges of the film. 5. Take care not to drop materials. Do not leave NLM materials sitting on electronic equipment. Do not expose materials to sunlight, heat, metal detectors, or sources of radiation 6. Daily or more frequently as needed, clean rollers, heads, and other parts of equipment that come into direct contact with material. Adjust rollers, guides, and transport mechanisms regularly. Clean, adjust, and calibrate all equipment according to the manufacturer's specifications. 7. Do not transport films with excessive shrinkage through sprocketed equipment. 8. Keep NLM materials together, organized and clearly identified as belonging to NLM at all times. Store the materials in a location where they can be readily retrieved in the event the Library needs access to an item while at the contractor's facility. 9. Store materials at least 4" above the floor to avoid water damage. 10. In the event of a water emergency or other disaster that affects NLM materials, immediately call the persons listed in XII. NLM Contacts. IX. SAFE HANDLING DURING TRANSIT 1. The courier service or shipping service shall transport materials to and from NLM in a heated and air-conditioned vehicle. Ensure that the temperature near NLM materials is maintained between 65 - 75 degrees Fahrenheit at all times. 2. At the contractor's facility, immediately place NLM materials in a heated/air-conditioned office area. 3. Return source materials in strong boxes with sufficient packing material to keep materials from shifting. Place films horizontally, taking special care that they cannot shift in the box. X. CONTRACTOR LIABILITY The contractor shall provide certification of insurance for a minimum of $100,000 to cover potential loss or damage to NLM source materials or newly produced copies. The contractor is liable for damage or loss to NLM source material and newly produced copies due to the contractor's failure to follow procedures as required in the Statement of Work or to gross carelessness or negligence that occurs while items are in the contractor's facility or while in transit between NLM and the contractor's facility in a vehicle operated by the contractor or a courier service. The contractor is required to contact NLM in advance if an item is likely to be damaged during inspection, treatment or duplication. If NLM gives permission to proceed, all risk of loss or damage to the original shall be borne by NLM. The contractor's obligation to NLM shall be, at NLM's option and in this order of preference: 1) to clean, repair, or reduplicate the damaged item as specified by NLM (not to exceed a maximum of $500 per videotape and $1,500 per reel of motion picture film); 2) to reimburse the cost to obtain and process a replacement (not to exceed a maximum of $500 per videotape and $1,500 per reel of film); or 3) to reimburse NLM $500 per videotape and $1,500 per reel of film.