Digitization of 1” Type C Videotapes

Notice of Proposed Procurement – RFP# 5Z011-18-0157

Digitization of 1” Type C Videotapes

 Department of Library and Archives Canada

The Department of Library and Archives Canada (LAC) has approximately 10,000 hours (4,000 reels) of 1” Type C videotapes in its collection that it intends to digitize for preservation purposes and, when possible, make the content accessible online for research purposes. The tapes are an assortment of running times, ranging from one hour to three hour reel sizes.

LAC requires a Contractor to digitize all of the content on the videotapes to MXF wrapped lossless JPEG2000 files for preservation purposes and h.264 MP4 files for access purposes. The Contractor will also produce an .XML metadata file and a Quality Control Report file for each digitized tape (see Item 2.2 Specifications and Standards for the detailed requirements).

The work will be on an as-and-when needed basis.

The contract will be for a period of three (3) years with the option for LAC to extend for a maximum of two (2) additional one (1) year periods of service under the same terms and conditions.

1. Mandatory Criteria

M1 Transfer Facility

The Bidder must provide detailed descriptions in the proposal of how the criteria listed below will be achieved. Simply stating that these specifications will be complied to, does not constitute demonstrated evidence. The Bidder’s proposed facility for performing the digitization work must be able to demonstrate that all assets (videotapes and digital files) are protected onsite. This includes:

(a) All work must be performed in one (1) facility;

(b) Videotape storage rooms must be environmentally controlled with a temperature of 8°-20° Celsius and a relative humidity of 20-40%.

(c) Entry points to storage and transfer areas must be controlled and monitored;

(d) Adequate fire protection system must be in place; (detailed in Appendix 2 to Annex “A”)

(e) Procedure to log must, track, inspect and clean the videotapes.

(f) The Bidder must have IT infrastructure to support the throughput and the storing of digital files on site in a secure and access protected manner including backup, retention and disposition of files.

Each of these criteria will be verified should a site inspection be required as per Appendix 2 to Annex ‘’A’’, Site Inspection Conformity Verification List. See Section 7 for details.

M2 Technical Infrastructure

The Bidder must have the required technical infrastructure in place. The Bidder must describe in detail in the proposal its hardware and software system and solutions that will be used to deliver the technical specifications elaborated in the Statement of Work, Item 2.2 Specifications and Standards that must be specified are:

(a) Make, model and year of the hardware used for the digitization;

(b) Make and version of the software used for the digitization;

(c) A description of the setup and configuration for the hardware and software system and solutions to generate the required outputs as defined in the Statement of Work;

(d) A description of the solution(s) used to backup and restore, maintain retention and execute disposition of the digital file outputs defined in the Statement of Work.

**Bid that have met M1 and M2 with the lowest financial proposal will be evaluated on M3.

M3 Pilot Project

A pilot run of up to three videotapes digitized through the end to end process. (See Appendix 1 to Annex “A”)

2. Resulting Contract

It is the intention of Library and Archives Canada to award up to a maximum of one (1) Contract for a three (3) year period, with two (2) one (1) year optional extensions, as a result of this proposal call.

This procurement is subject to North American Free Trade Agreement (NAFTA), Agreement on Internal Trade (AIT) and the World Trade Organization - Agreement on Government Procurement (WTO - AGP)