Typical Elements for Use in a Statement of Work for the
Digital Conversion of Sound Recordings and Related Documents
This illustrative example is not a request for the provision of services to the Library of Congress. It is intended to inform other libraries and interested parties of the types of information that might be included in a statement of work for contracted services. It is an abbreviated and modified version of a document drafted in 1999. In order to maintain cross- references between sections, the original section numbers have been retained.
2 SCOPE OF WORK
The Library requires the creation of digital audio and image files that reproduce pre-existing analog materials, which include elements to be reproduced as audio and other elements to be reproduced as images. The sets of files to be created shall be accompanied by certain database information. The audio and image files will aid in the preservation of the information contained in the original items. After the files have been archived at the Library, a determination of their status in terms of copyright or other restrictions will be made and, for those items deemed appropriate, access to them may be provided via the Internet or other electronic means. For some materials, copies in the form of analog tape recordings shall also be produced to serve as supplementary preservation copies.
The delivered files shall be coherently and logically named and/or numbered and shall be placed in delivery directories with prescribed characteristics. The database information shall be delivered in specified formats. The Library will load the files and database into its storage systems, where this data will be combined with other data to create multipart digital objects that reproduce all aspects of the original item. These digital objects will be linked to bibliographic records in the Library's online catalog, where the objects will be available to authorized researchers.
3 LIBRARY FURNISHED MATERIALS
3.1 Terminology for Furnished Materials
The Library will furnish the materials to be digitized to the contractor. In this document and elsewhere, the following terms will be used to describe portions or segments of materials to be digitized:
A coherent group of materials defined and named by a curator as a permanent unit within the Library's holdings. Example: A collection of folk music recordings made by collector on a particular field expedition.
A coherent group of materials defined for the digitization activity which is not a collection in curatorial terms. Example: A set of 78 rpm phonograph records that may represent a portion of the Library's holdings of commercial recordings in this format.
A block of materials within a collection or group that shall be treated as a production unit, i.e. task order and delivery requirements will be stated in terms of batches. The size of each batch will depend upon the value of the original, its fragility, the availability of secure storage at the scanning site, and other factors. Example: The digitization of the folk music collection might begin with a segment of about 5 hours duration selected from the entire body of material. This will be called batch one or the first batch from the collection.
3.2 Identification and Associated Data Set
3.2.1 Identification of Tape Boxes
Each original item furnished will be marked with a physical identification number. Tape boxes typically have an identification number written on the back.
3.2.2 Library Furnished Data Set
For each collection, group, or batch, the Library will provide a database pertaining to the items to be digitized. The database will be provided to the contractor in a common software, e.g. MS ACCESS, Paradox, or dBase, or the data will be provided in a comma-delimited ASCII file that can be loaded into common software. The database will contain core information about the items or groups of items; the contractor shall add technical information that reflects the digitization process.
3.2.3 Library Technical Assistance for Database Implementation
The Library understands that the implementation of the database by the vendor may require assistance or support. The Library will furnish database support via telephone and email consultation, not to exceed (1) 24 hours of assistance during the startup and testing phase, (2) 8 hours at the start of each task order, and (3) one-half hour (0.5 hour) per week during the production period.
3.3 Shipment to Contractor
All work shall be performed at the contractor's work site. The Library will prepare and pack the original tapes for pick-up or shipping from the Library's site in Washington, DC. Vendors shall indicate in their proposal whether the material will be picked up by the vendor or the vendor's licensed and bonded courier at the Library, or shipped, at contractor's expense, to the contractor via a Library-approved shipper.
Each shipment will be accompanied by an inventory that lists each original recording by item number. The contractor shall validate shipments and sign a receipt for them. The contractor shall return a receipt that list all items received to the COTR within one week. A written record shall be made of any deviation(s) from the Library-furnished inventory and the Library's Contracting Office Technical Representative (COTR) shall be notified immediately. To minimize the potential for loss or damage to the original recordings, the Library will ship materials in batches.
4 CONTRACT WORKFLOW
4.1 Lot 1: Start-up and Testing Activity
The work under this contract shall begin with a startup and testing activity. This activity is Lot 1 in the schedule of costs and is described in detail in attachment 1. Startup and testing is intended to resolve various audio and imaging technical questions, confirm and finalize the definition of technical elements, and ensure a mutual understanding of the database requirements. One of the key issues to be addressed in this include matters of audio quality and options for cleanup; see section 5.2 for discussion of this important topic.
4.2 Lot 2: Tasks and Task Orders
After completion of the startup and testing activity (Lot 1), the remaining work on this contract is considered to comprise Lot 2, and this work will be executed under task orders issued by the Library. Tasks will pertain to batches of material that are coherent and similar in their characteristics. Reimbursement for work performed under task orders shall be in accordance with the contract,
and the indefinite-quantity cost lines (CLINs) that are established in the contract's Schedule of Pricing.
4.2.1 Explanation of the CLINs
The schedule of pricing for this request for proposal includes a set of five CLINs:
CLIN 01 Audio engineering services, including data entry and media. The main element in this CLIN is the cost per hour for what is often called "recording studio time" in the industry. Appropriate staff, facilities, and equipment shall be available to perform the needed tasks associated with playback and re-recording of historical sound recordings. Vendors should note that this cost shall include the data entry associated with the recording job at hand and any costs for media associated with a given job. In addition, a separate CLIN (04) has been established for the management of the batch processes used to produce service copies of the master recording.
CLIN 02 Image scanning services, including data entry and media. The main element in this CLIN is the cost per hour for scanning services. Appropriate staff, facilities, and equipment shall be available to perform the needed tasks associated with scanning printed matter or other documents that are part of historical sound recording packages. Vendors should note, however, that this cost shall include the data entry associated with the scanning job at hand and any costs for media associated with a given job.
CLIN 03 Additional data entry. This CLIN is intended to allow for exceptional or extensive data entry for a given re-recording or scanning job. A vendor proposal in response to a Library task statement of work, for example, may identify some portion of the data entry as exceptional, or as more efficiently carried out, in a separate operation. Thus a vendor may propose that the total data entry for a task be divided between activities covered by CLINs 01, 02, and/or 03.
CLIN 04 Batch-processing, active management. This CLIN is intended to govern batch processes that do not require the full time attention of contractor personnel. For example, the production of a batch of MP3 files from a batch of WAVE master files may be executed by equipment operating overnight, after personnel have departed. The cost would be for the hours that personnel spend setting up the job before departing, and the hours spent retrieving and checking the job after returning. Data entry associated with the batch process may be included in this cost, or proposed in association with CLIN 03.
CLIN 05 Analog recording tape (10 inch reels). This CLIN is for the additional cost of recording stock when analog preservation tapes are required within a particular task (see section 5.1.4). The audio engineering effort to produce the recordings shall be covered under CLIN 01.
4.2.2 Procedures: Statement of Task, Contractor Proposal, and Task Order
When the task requirements are outlined by the Library, the contractor shall respond after carrying out an aural and physical examination of the samples. The contractor's proposal for the task shall provide an analysis of the materials to be digitized, together with recommendations for treatment and digitization procedures. Matters of audio and image quality and cleanup for each task shall be addressed in this analysis and recommendations.
The procedure for jobs to be carried out as part of Lot 2 include these steps:
- The Contracting Officer (CO) presents the contractor with a statement of the work to be performed, including any details or special factors that must be accommodated in the work. This statement of work will outline the proposed period of performance, delivery dates, batch sizes for deliverables, and the details of vendor database entry for the project. Sample items (or in some cases, the entirety of items) will be sent to the contractor together with the statement of work no later than 20 working days prior to proposed start of work.
(1) provide an analysis of the materials to be digitized, based upon an aural and physical examination of the samples, together with recommendations for treatment and digitization procedures
(2) indicate any recommended adjustments to the task details and/or schedule, adding milestones to the schedule as may be appropriate
(3) state the labor and costs required to perform the task
4.2.3 Technical Setup Subtask: An Option for Individual Tasks
If the job called for in a statement or work is complex or requires specialized skills, the execution of the task may include a technical setup step. During the technical setup subtask, the COTR and the contractor's project manager resolve any outstanding issues, technical matters, or administrative matters pertaining to the effort. In order to reach this resolution, the contractor shall do such things as prepare provide 10-20 sample digital items that display technical solutions and levels of quality for the Library's inspection, or create database information.
Technical setup subtasks may be part of the Library's statement of work or may be added as a element in the contractor's proposal in response to the Library's statement. Reimbursement for the technical setup phase shall be in accordance with the contract Schedule of Pricing.
5 AUDIO DIGITIZATION REQUIREMENTS
The contractor shall produce sets of digital audio files following both the requirements included in this Statement of Work and also collection-specific requirements that may be outlined in task orders.
5.1 SIGNAL AND FILE FORMATS TO BE PRODUCED
5.1.1 Multiple Audio-File Sets
The Library requires that each original sound unit ("side," "cut," or other) be reproduced as a set of three digital audio files:
(1) Master file: 96 or 48 kHz/24 bits (specific requirement will be stated in task order)
(2) Service file (higher fidelity): 44 kHz/16 bit
(3) Service file (lower fidelity): MP3
5.1.2 Master File
The master file listed here is under consideration as a future replacement for the open-reel analog tape recordings current designated as preservation masters.