Description
SCOPE OF WORK WEBSITE CREATION AND DIGITIZATION MORRIS SWETT TECHNICAL LIBRARY DIRECTORATE OF TRAINING AND DOCTRINE 1. INTRODUCTION a. GENERAL: The contractor shall perform the tasks in this scope of work in accordance with the terms and conditions established herein. Performance will be to digitize 1 million pages from the Morris Swett Technical Librarys collection. This will include digitization of rare books relating to the origins of the Artillery profession and the early history of Fort Sill, OK, documents published by both the ADA and FA branches, complete with photographs, map, diagrams, battle schemes, etc. Estimated breakdown of documents is 8% color, 1% fold-out, 2% maps/oversized and 5% photographs (grayscale). Items may not be disbounded. b. PURPOSE: This scope of work (SOW) defines the tasks selected contractor will be required to perform. c. BACKGROUND: The Morris Swett Technical Library was established in the early 1900s, and was well recognized by 1915 within United States Army circles. The library was first created by 1LT (later Major General) Ralph Pennell, Secretary of the School of Fire, by order of CPT Dan T. Moore, the first Commandment of the School of Fire at Fort Sill in the Oklahoma territory in 1911. Since its founding, the library has continued to be a leader within military circles in collecting papers, battle analyses and memorabilia, with a heavy emphasis on artillery, from throughout the worlds armies. We have significant volumes from French, German, and Russian artillery corps operations. Correspondence between post commanders and the armys leadership during the Civil War period and continuing through Oklahomas statehood is also held by Morris Swett Library. Of particular interest are the original source materials on treaties with Native American tribes. Our archival holdings are of great interest to military historians, Native American scholars, those engaged in the artillery profession, and others who simply design to study the original documents from the founding of Fort Sill. We desire to create a digital library which will facilitate study in these areas, and highlight our collection or original records, manuscripts, photographs, treaties and other documents, with particular emphasis on battle analysis from the artillery perspective. 2. NATURE AND SCOPE OF WORK a. Place of Performance: Work will be done at the Morris Swett Technical Library, Snow Hall, Bldg 730, Fort Sill, Oklahoma. b. Period of Performance: One year from date of contract. c. Scope of Work: The library wishes to receive digital versions of approximately 1 million pages of rare books, documents, maps, photographs, etc. All items are in fair to good condition. Breakdown of pages is in paragraph 1 of this document. The specific facsimile, scanning, and metadata requirements are described below under Technical Requirements. The contractor shall perform these services on site (the Morris Swett Technical Library) and will insure that all items are handled with care and due diligence while in their possession. d. Intended Audience: This digital collection is designed primarily for the use of military scholars, historians, members of the artillery and air defense artillery professions, and students, staff, and faculty of the United States Army Fires Center of Excellence. e. Technical Requirements: A. Preparation and Scanning 1, The contractor shall inspect each item page by page for anomalies, and flags will be inserted with instructions for scanning. For example, missing pages, or damaged pages shall be flagged. 2. The contractor shall insert flags if any text is obscured, for example, by tape or staining, with instructions for special material handling or image adjustment. The document feed is not recommended for many of the titles due to poor condition of paper. 3. The contractor shall remove staples, paper clips, or any other extraneous material. 4. The contractor shall scan (digitize) the entirety of each item, including cover and every page with image or text. Blank pages not included in the pagination do not need to be scanned, in order to reduce the file size. Any page or cover containing color (unless it is just a security marking) shall be digitized with a color scanner. 5. The contractor shall take care in scanning bound volumes. Do not disbound any volumes. 6. The contractor shall scan from paper and onion skin. 7. Grayscale, bi-tonal, and color scanning shall be performed at a digital resolution of 400 d.p.i. The bit depth should follow accepted archival standards, such as 8-bit for grayscale and 24-bit for color. If difficulty arises in initial test scans, these parameters may need to be adjusted for a quality scan. 8. The contractor shall provide electronic cleanup of scanned pages and images such as de-skewing, cropping images, etc. B. Digital Output 1. The output of the scanning shall be TIFF format according to accepted archival standards. 2. The contractor shall profess the TIFF images through OCR (optical character recognition) encoding and output I searchable bound PDF files, bound (bundled) for each volume or document. 3. The contractor shall provide all files (digitized images in TIFF and searchable PDF) on CD or DVD. C. Other 1. The contractor shall provide CD or DVD storage of digital files for backup, and will provide the capability of MSTL ordering additional CD or DVD copies. 2. The contractor shall return all originals. 3, The contractor shall provide references pertaining to 3 facsimile creation projects. 3. Reporting Requirements Weekly status reports shall be given to MSTL on Fridays. The number of items and pages scanned and status of items created shall be included in the report. 4. Inspection and Acceptance Requirements MSTL expects that the work performed will fully comply with this statement of work. MSTL will inspect the work. If MSTL identified an error, the MSTL project manager will consult with the contractor, and the item will be reaccomplished by the contractor for corrections. The contractor shall do so at no additional cost or charge. With request for payment or invoice, supplied by the contractor at the time of billing, the contractor shall provide MSTL with either a copy of the invoice or an individual listing of the items scanned and facsimiles produced for the period of the invoice. This will be reviewed against the log kept by MSTL. Any discrepancies must be clarified and resolved prior to payment. 5. Estimated Project Duration One year, beginning with the issuance of the contract.