SOLICITATION NOTICE
59 -- EPA Video Archive Conversion
- Notice Date
- 9/23/2009
- Notice Type
- Presolicitation
- Contracting Office
- Environmental Protection Agency, Headquarters Procurement Operations Division, 1200 Pennsylvania Avenue, Nw, Washington, DC 20460
- ZIP Code
- 20460
- Solicitation Number
- RFQ-DC-09-00330
- Response Due
- 9/28/2009
- Archive Date
- 10/28/2009
- Point of Contact
- Point of Contact, Bradley Austin, Purchasing Agent, Phone (202) 564-5574
- E-Mail Address
-
U.S. Environmental Protection Agency
(AUSTIN.BRADLEY@EPAMAIL.EPA.GOV)
- Small Business Set-Aside
- N/A
- Description
- NAICS Code: 334310 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; proposals are being requestedand a written solicitation will not be issued. The solicitation number is RFQ-DC-09-00330 and is being issued as a Request for Quotations (RFQ). The solicitation document and incorporated provisions are those in effect through FAC 2005-36. The United States Environmental Protection Agency (US EPA) is seeking vendors to provide equipment, integration and archiving services in support of a media archive system conforming to the technical requirements and Statement of Work listed below. The North American Industry Classification System (NAICS) code is 334310. The Small Business Size Standard is 750 employees. This requirement is a total set-aside for small businesses. Vendors must indicate in its response how it meets the small business size standard to qualify for award. The anticipated contract type will be firm fixed price for the required equipment and integration. The archiving services portion of this requirement will be awarded as a fixed-rate, labor hour line item and will begin once the integration of the system has been fully completed. EPA has estimated the level of effort for this portion of the requirement at 700 hours for a period of four (4) months. EPA is also including an optional level of effort of 700 hours for an additional period of four (4) months. Vendors shall propose a fixed rate based on this estimated level of effort and included the total estimated cost in its price proposal. The price proposal shall also include any shipping or freight costs. Shipping terms shall be FOB destination. The system will reside in Washington, DC. The following provisions and clauses apply to this acquisition: 52.212-1, Instructions to Offerors-Commercial Items; 52.212-3, Offeror Representations and Certifications-Commercial Items; 52.212-4, Contract Terms and Conditions-Commercial Items. The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this solicitation. Specifically, the following clauses cited are applicable to this solicitation: FAR 52.222-3, FAR 52.222-19, FAR 52.222-21, FAR 52.222-26, FAR 52.222-35, FAR 52.222-36, FAR 52.222-37, FAR 52.222-39, FAR 52.232-33, FAR 52.222-41 and FAR 52.222-42. Interested parties may submit their ORCA information (http://orca.bpn.gov) in lieu of the representations and certifications requested above. Evaluation Factors: Proposals submitted in response to this solicitation will be evaluated on a best value basis. Proposals shall be evaluated on how well the proposed system meets the technical specifications listed below, the ability to support integration of the system, the ability to provide archiving services and overall price, including the optional level of effort. Technical proposals shall indicate how the proposed equipments meets the specifications below and provide part numbers of the proposed equipment, estimated delivery time and project completion time. In order to receive award under this RFQ, vendors must be registered in the Central Contractor Registration database located at https://www.bpn.gov/ccr/default.aspx. Registration usually requires 24-48 hours to complete. Due to time constraints, EPA expects to make award under this RFQ no later than September 30, 2009. Information regarding this requirement, including a diagram of the current room and rack layout, may also be accessed at http://www.epa.gov/oamhpod1/admin_placement/dataarchive/index.htm. Proposals shall be due on Monday, September 28, at 2:00 p.m. EST. Proposals shall be provided via email to Bradley Austin, Contracting Officer, at austin.bradley@epa.gov. Proposals shall be in Microsoft Word or Adobe PDF format. Statement of Work Media Archiving Project EPA's Video Archive has tapes dating back to the 1970's to the present and tapes and DVDs are continually added. The Archive consists of a mix of ten different formats. The viability of the tape resource is diminishing with time. The tape resources represent much of EPA visual history from early PSA's to press events and other important EPA moments. EPA desires to move its tape-base video archive to digital using the specifications provided here within. Further, EPA seeks the equipment, its integration and appropriate on-site staffing to accomplish this conversion. Overview of Technical Specifications 1.Selected contractor will provide equipment and integration of a media archive system conforming to the technical requirements detailed in the following sections.2.A full-time temporary media archivist shall operate system and perform functions required to meet the archive system performance specifications and train EPA staff to archive future content.3.Project requires ingestion, logging and metadata field entry of an estimated 3,730 hours total duration from a quantity of 1,887 original media formats including:"? Umatic "VHS"SVHS"Betacam SP"DvCam "Betacam SX"Mini-DV"DVD-R"1" type C"XDcam HD (Not currently included in the original media count.) 4.Multiple file-format high resolution ingestion (MPEG2, DV, or MOV) is required as indicated on each original tape provided. 5.Media designated for DV or MOV format encoding will be used as content for future post-production projects. Frame based encoding will minimize generational degradation when imported and rendered as a necessary part of the editing process.6.Media designated for MPEG2 encoding will be used for content that will not require editing of content. Long GOP MPEG2 will minimize storage requirements which providing an acceptable image quality for future playout of the complete program content.7.Concurrent creation low resolution ingestion is required in designated file-format (WMV or FLV). 8.Low-resolution media will be used as web searchable proxy-files, and for bandwidth-limited progressive download playback over the network using low-cost nodes which eliminates the need for high-cost streaming servers.9.Concurrent creation and burning of two copies to DVD-R on system, of each original is required. 10.Each DVD-R copy must be labeled with all information on original media, plus relevant metadata information from database including encoded file name.11.Detailed breakdown of the quantity and duration of each media format type is described in the following table: FormatLengthQuantityMinutesMax HoursUmatic30-6067040,200670.00VHS/SVHS5-12026932,280538.00BetaSP5-9051246,080768.00Dvcam30-18048988,0201,467.00BetaSX5-302326960116.00miniDV60-9015135022.50DVD-R30-601006001001" Type C30-60 min402,40040.001" Type C15 min84808.001,886218,3703,736.50 Hardware System Specifications 12.Full CCIR-601 encoding MPEG2 encoders must be capable of IBP frame (One Index frame per group of pictures- 12 to 30 frames) as well as Quicktime at 720x480 at 25Mb/s. 13.Encoding of MPG, MOV or WMV files starts at line 21 and will preserve closed captioning data on all high resolution files. 14.Decodes full MPEG 4:2:2 profile or MP@ML (4:2:0) up to 50 Mbps as well as Quicktime at 720x480 at 25Mb/s with SDI (SMPTE 259M-C) output.15.Ingest media to fail-safe (redundant parity) an expandable 96 TB i-SCSI array.16.i-SCSI network attached storage (NAS) will include hot-swappable drives and redundant power supplies, will be configured as a RAID-6 providing survivability with failure of two drives.17.MPEG2 encoder must be capable of IBP frame (One index frame per group of pictures- 12 to 30 frames) as well as Quicktime at 720x480 at 25Mb/s. 18.Video capture cards will accept only CCIR-601 SDI video and analog stereo audio.19.Analog video tape formats will be converted to SDI video from component analog video (Y,Pb, Pr or Y-C). 20.Automated analog audio leveler on each ingest channel.21.64 x 64 matrix serial digital and analog audio routing switcher with two XY control panels, and software-based virtual XY control panel.22.Contractor will connect four SDI video and six analog audio jackfields to 64 x 64 with prefabricated cable harnesses.23.Four mid-frame 32x2 serial digital video jackfields pre-cabled with 1.5 Ghz coax cable harness to inputs and outputs of 64 x 64 SDI routing switcher. EPA will integrate connections between jackfields and existing EPA Studio One production equipment.24.Six 48x2 Bantam half-normalled analog audio jackfields with audio cable harness to stereo inputs and outputs of a 64 x 64 analog audio routing switcher. EPA will integrate connections between jackfields and existing EPA Studio One production equipment.25.Six channels of component/composite video conversion to SDI in rack mount chassis frame with redundant power supplies.26.Three channels of conversion from SDI to component/composite video rack mount chassis frame with redundant power supplies.27.Capable of triggering external events such as a logo inserter or character generator.28.Dedicated real-time preview monitoring of encoded content from hard disk and live sources. 29.Audio VU meters and audio monitoring via headphones and speakers.30.Six ingest channels SDI (expandable) each capable of encoding MPEG2 or MOV without rebooting.31.Six ingest capture cards must be capable of decoding files as analog stereo audio and AES3 embedded digital audio channels. 32.Expandable to twenty-four ingest channels.33.Confidence monitoring on each of the six of the high resolution MPEG2/MOV ingest channels. 34.One low-res ingest channel capable of encoding WMV and Flash with software confidence.35.Software licenses for editing MPEG2, WMV and Flash.36.Two automation play out channels with digital audio output embedded in SMPTE 259M.37.One dedicated preview channel.38.Sixteen channel SDI Multiviewer with 50" (minimum) green LED flat panel display. See Rack elevations attached.39.Two channel audio metering on each ingest and play out channel.40.Alarms for video freeze, video absent with logging.41.Automated analog audio levelers on each ingest and play out channel.42.Source video during encode and present on Line 21 during playback.43.Analog audio outputs on two balanced analog audio, 600 ohm. XLR connectors. 44.Control of multiple videotape recorders via RS-422, RS-232 or consumer infrared.45.Synchronized to the National Bureau of Standards clock.46.Dual redundant power supplies in each chassis.47.1200 KVA uninterruptable power supply (UPS) for all server and SAN equipment provided with system.48.Nominal physical dimensions of 19" wide rack mount servers: 4 to 6 rack units (7"-10.5"), depth up to 26". Software Interface and System Control Management 49.Database must conform to EPA security protocols.50.Ingest files using automated archiving software which conforms to the required EPA technical capabilities and security protocols.51.Software licenses for editing MPEG2, WMV and Flash.52.Archivist will enter appropriate metadata fields either before or after ingest of files.53.Import VOB (MPEG2) files from DVD-R or DVD+R. 54.Integrated software control of a 64 x 64 serial digital and analog audio routing switcher to switch between the various input and output channels and associated ingest sources55.Automated "invisible" routing of sources to destinations through signal processing equipment. (For example, analog video tapes are automatically routed directly into a frame synchronizer and the frame sync is then routed to the encoder, automatically without specific user intervention.)56.Simultaneous multiple source and destination matrix switching.57.Simultaneous control of multiple devices. 58.Output to DVcam, Betacam SP and DVD-R via digital to analog conversion.59.Manage real-time agency multicast of archive files and live feeds of current events.60.Batch ingestion from multiple videotape recorder formats.61.Management of playback and scheduling.62.Instant previewing of clips on user station. 63.Monitoring and logging of loss of audio and frozen screen.64.Scalable to permit additional channels, play lists or device controllers for future growth.65.Capable of remote programming diagnostics and resetting software applications.66.Manage six ingest and two output channels at one time with ability to expand for future growth.67.Upgrade software without taking the system down for lengthy time periods.68.Digital video files must be identified in database by original media type (ie MPEG2, WMV, DV, etc), workflow status, and storage box location. 69.Control and timecode reading of Sony 3/4" U Matic, XDcam, DVcam, Betacam SP and Betacam SX videotape recorders will be facilitated via RS-422 or RS-232.70.Time code type must indicate either NTSC drop-frame or non-drop-frame. Media Archiving Process: Responsibilities of the Archivist 71.EPA will provide daily oversight for identifying media content sequencing, metadata preview, and ingest format (MOV vs MPEG2).72.Using integrated database software archivist will enter metadata and tag media indicating original media format by text or icons.73.Prior to ingest, archivist will adjust video, chroma and black levels on analog sources as needed via integrated time base correctors or an Videotek DPA-100 available on the routing switcher, monitoring on an EPA provided Videotek VTM-200 digitizing scope.74.Archivist will note in metadata fields any significant changes to adjusted levels, as well as uncorrectable artifacts.75.During the archiving process, archivist will visually monitor video and audio confidence screens for quality assurance (QA).76.Tag key words and include brief text description of visual and audio content.77.Enter all information labeled on original media including title, project description, client, and production date(s).78.Archivist will pack completed tape and disk media to conform to National Archives standards. 79.Archivist will print out detailed reports and labels associated with the content of each box using the archive database.80.Archivist will utilize colorized text and or icons in the automated archiving system software to clearly indicate the status of media including the following:"Tapes not in archive yet."Tapes present but not encoded."Tapes encoded and on the high-resolution storage drive."Tapes encoded and transferred to the low-resolution network storage drive."DVD-R MPEG2 and other imported files."File currently encoded and awaiting review."File and metadata has been reviewed and approved"Media transferred to "cold-storage" off-line.
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