sample request for proposal for digital imaging services
TRANSCRIPT
Sample
Request for Proposal
For Digital Imaging Services
Proposal Name:
Issued Date
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Please note the following important dates associated with the RFP:
Date Vendors must notify Xxxxxxxx of their intent to respond to this RFP.
Date: Vendors must deliver to Xxxxxxx their RFP Response
Date: Xxxxxxx will contact a short list of bidders (2-3) and provide them three samples for scanning with accompanying instructions for the preliminary production test.
Date: Vendors must deliver to Xxxxxx the samples and products of the preliminary test.
Week of Vendor will be chosen
Week of Contract awarded and unsuccessful Vendors notified.
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Table of Contents
Introduction
1.0 Proposal Submission Information
1.1 Requirements for Submission
1.2 Confidentiality and Retention of Proposals
1.3 Amendments to the RFP
1.4 Exception to the RFP
1.5 Vendor Communications during the RFP Process
1.6 Prime Vendor Relationship
1.7 Preliminary Production Test
1.8 Vendor Award
2.0 Evaluation Guidelines for Vendor Proposals
3.0 Project Timetable
4.0 Project Responsibilities: Xxxxxxx
4.1 Testing and calibration
4.2 Selecting items for scanning
4.3 Preparing materials for scanning and metadata creation
4.4 Shipping materials to Vendor
4.5 Receipt of historical materials from Vendor
4.6 Performing quality control of image capture
4.7 Performing quality control of directory structure and technical metadata
4.8 Identifying unacceptable images, metadata creation and encoding
5.0 Project Responsibilities: Vendor
5.1 Testing and calibration
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5.2 Receiving materials from institutions
5.3 Storage and handling of materials
5.4 Return of historical materials
5.5 Shipping of digital materials
5.6 Scanning procedures
5.6.1 Vendor inspection of images
5.6.2 Digital image standards
5.6.3 Volume naming, file naming standards
5.6.4 TIFF file header specifications
5.7 Subcontracting
5.8 Guarantee of Digital Image, Metadata and encoding
6.0 Project Management and Formal Conditions
6.1 Communication
6.2 Online Tracking and Ordering System
6.3 Delivery Schedule
6.4 On-site inspection of Vendor Facility
6.5 Default
6.6 Errors
6.7 Invoices
6.8 Rights over products
6.9 Pricing
7.0 Statement of capability, experience, and company viability
7.1 Business Summary
7.2 Key personnel and technical support
7.3 Vendor facilities
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7.4 Shipping containers
7.5 Scanning and image processing techniques
7.6 Image file headers
7.7 Quality assurance
7.8 Vendor production schedule
7.9 Exceptions to the RFP
7.10 Warranties provided
7.11 References
7.12 Insurance
7.13 Prices for scanning and derivative image files
8.0 RFP attachments and forms
8.1 Proposed Project weekly schedule
8.2 Notification to bid – response
8.3 Prices for scanning and derivative image files
8.4 References
8.5 Rights over products (endorsed)
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Introduction
We are seeking a Vendor or group of Vendors to provide image processing services.
The purpose of this Request for Proposal (RFP) is to enable us to identify and select a Vendor (or Vendors) to produce high-resolution master images, two derivative images and technical metadata as specified herein. The Vendor will provide an online tracking and ordering system (OTS) for the scanning process. Images will be of a variety of objects, which include but are not limited to, photographs, documents, maps, drawings, brochures, and scrapbooks.
We will submit material according to the attached proposed schedule. The Vendor will return the historic material and their corresponding files and metadata to the individual institutions and Xxxxxxx within three weeks..
1.0 Proposal Submission Information
1.1 Requirements for submission
Intention to compete must be emailed to …..no later than Monday, March 29, 2010, 5 pm. Proposals may be submitted electronically via email. We will not accept proposals received after 5:00pm on Monday, April 19, 2010.
Failure of bidding Vendor to follow all proposal submission instructions will be cause for us to disqualify the proposal. As will be the submission of false or misleading statements.
All expenses for the preparation of proposals are the responsibility of the bidding Vendors.
1.2 Confidentiality and Retention of Proposals
All proposals submitted become the property of Xxxxxxx. Xxxxxxx will make all reasonable efforts to maintain proposals in confidence and will release proposals only to personnel involved with the evaluation of the project. Xxxxxxx will share the names and addresses of all respondents with each potential bidder to facilitate collaborative responses. IF a Vendor fails to respond to any portion of the RFP, Xxxxxxx will interpret this as the Vendor’s inability to meet specific requirements.
1.3 Amendments to the RFP
If Xxxxxxx amends this RFP, the amendment will be sent to each Vendor in writing. Vendors are required to acknowledge each amendment received in writing to the address listed in the RFP.
1.4 Exceptions to the RFP
Xxxxxxx requires each Vendor to provide a list of exceptions taken to this RFP. Any exceptions taken must be identified and explained in writing. An exception is defined as the Vendor’s inability to meet a mandatory requirement in the manner specified in the RFP. If the
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Vendor provides an alternative solution when taking an exception to a requirement, the benefits of this alternative solution must be explained.
1.5 Vendor Communications During the RFP Process
From the RFP issue date and thereafter, communications between Vendors and Xxxxxxx may be in writing, telephone or email. All questions concerning the RFP must be written and reference the RFP page number and section number. Questions should be concisely stated and be numbered in sequential order. Answers will be returned in writing by Xxxxxxx as quickly as possible. Xxxxxxx will make questions and answers available to all bidding Vendors.
All questions should be directed to:
1.6 Prime Vendor Relationship
Xxxxxxx intends to purchase services from the Vendor of the winning proposal – to be known as Prime Vendor. The Vendor selected will be responsible for service performance.
Subcontracting:
Subcontracting of image scanning, metadata creation, and inspection may be allowed under this agreement with prior written approval, but Xxxxxxx reserves the right to request information about any subcontracting relationship. In the event of subcontracting arrangement, the Prime Vendor assumes all responsibility for work performed by the subcontractor.
1.7 Preliminary Production Test
Xxxxxxx will require those bidders who are selected for the second round (Short Listed) to participate in a preliminary production test of three (3) objects as part of the final selection process. This test will include providing a screen shot of a proposed OTS or description of its process, in addition to scanning and metadata encoding. All costs associated with the sample test will be borne by the Vendor.
On May 3, 2010, XXXXXXX will ship three (3) pieces, which represent a cross section of the materials, including both easy and difficult items, with accompanying instructions, to each Short Listed Vendor. Shipment will occur in the manner proposed for the project. Vendors will receive material of similar types.
The three pieces will be samples that are representative of the range of document attributes (text, line art, half tones, handwriting, colored graphics and photographic tonality) typical of the material to be scanned. In addition, it will include an electronic spreadsheet of metadata for each Vendor to embed in the file header.
This test will be used to evaluate the Vendors capability to:
- Scan and generate high-quality and properly formatted Tiff Master files.
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- Maintain a proper correspondence between pieces in a multi piece object, such as the pages in a brochure.
- Adhere to the directory structure; file naming, Tiff header information and indexing conventions identified by Xxxxxxx.
- Create requested derivative as specified.
- Inspect and store output files on flash drives.
1.8 Award of Bid
Xxxxxxx reserves the right to choose the Vendor according to the evaluation criteria set forth in Section 2 of the RFP. Xxxxxxx also reserves the right not to make an award if it is deemed that no single proposal fully meets the requirement of the RFP. The successful Vendor will be notified during the week of May 31, 2010. Unsuccessful Vendors will be notified in writing by the week of July 1 2010. Xxxxxxx will answer written questions concerning the evaluation of the Vendor’s proposals.
2.0 Evaluation Guidelines for Vendor Proposals
Xxxxxxx will evaluate Vendor proposals using the factors below. A grade will be assigned for each factor in the Vendor’s response. The greatest weight is to be assigned to the Vendor’s technical capabilities for producing superior images. Of equal importance in valuation is the Vendor’s ability to execute the project.
Staff from Xxxxxxx will evaluate all proposals to insure all requirements are met. The contract will be awarded based on the proposal that receives the highest cumulative point total as defined in the evaluation criteria
First Round
Weight
Technical Capabilities
Understanding of and compliance with the requirements of the RFP 10
Excellence of response to technical issues in RFP 15
Satisfying mandatory technical requirements 15
Vendor facilities, scanning hardware and software 10
Ability to execute project
Fair pricing of the proposal relative to other proposals receive 15
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Qualifications and experience, evidenced by customer references, resumes of key personnel, etc.
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Guarantee of work, and the nature and extent of Vendor support 10
Financial stability and other various business issues as outlined in the RFP
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Second Round - Short List
Imaging
Visual quality of sample image files submitted in Preliminary Production test
30
Technical quality of sample image files submitted in Preliminary Production test
30
Price Bid
Respondents price (cost Analysis) for performance of work requested. The lowest computed price proposal will be awarded maximum value
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3.0 Project Timetable
3.1 Section 8.2- Proposed project scanning schedule details the project timetable for the services included in the RFP. Please note that Xxxxxxx proposes that the chosen Vendor produce up to 450 digital files during a two-week schedule within a period of eight (8) months (October 2010 through May 2011).
3.2 Turn-around time for each shipment will be approximately two (2) week, counted from the date of receipt of the physical objects at the Vendor and the date of shipment of products (digital files with data to the originating institution). Turn-around time for corrections for each shipment will be approximately two (2) weeks counted for the date of notification or receipt of the unacceptable products to the date of deliver of the corrected products to the originating institution.
3.3 Detailed Schedule - See Section 8.2 for specific dates.
The first shipment will be comprised of twenty images from each participating institution. The remaining four shipments will be comprised of 90 images from half (approximately five (5)), the institutions. The Vendor will report any discrepancy in shipment.
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Upon acceptance of all digital files, Vendor will submit a master set of accepted images to CDL using a removable hard drive and a master set of their images to all Libraries on gold backed Archival DR-Rs.
4.0 Project responsibilities: Xxxxxxx
The following provides a description of Xxxxxxx’s project responsibilities as well as the organizational infrastructure within which the Vendor will be working.
4.1 Testing and calibration
Before the start of formal production, using the preliminary production test images, Xxxxxxx will work with the Vendor to refine choice of calibration targets and technical metadata to be captured.
4.2 Selecting objects for scanning
The materials will consist of primarily photographs, both color and black and white, some of which may be mounted on scrapbook sheets. At this time all submissions are to be capable of lying flat. In addition to photographs there may also be graphic and text materials such as: postcards, brochures, sheet music, maps, architectural drawings, unbound books, manuscripts, and personal papers. This material may include halftones, line drawings, engravings, charts, tables, and other illustrations, as well as occasional foldouts of varying sizes.
4.3 Preparing materials for Scanning.
Before the start of formal production, using the preliminary production test images, Xxxxxxx will work with the Vendor to develop an online tracking system (OTS). This OTS will track and communicate information about the material being processed between the institutions, Xxxxxxx and the Vendor.
Each institution will organize their material and review it to note any existing irregularities in the materials, such as creases or tears. Special instructions and flags shall be provided with each object that requires it. Each institution will deliver material unbound and frameless or if bound material, it will be able to lay flat.
Using the Vendor’s OTS, each institution will supply the Vendor with the following information:
• Total number of simple objects to be scanned
• Total complex objects to be scanned,
o Including a list of the parts of a complex object to be scanned, denoting the first and last piece.
• A description/title
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• An object identifier
• Any descriptive information that the Vendor may require, such as size or medium
• Special instructions if any
4.4 Shipping materials to Vendor
Each institution will pack its own material. Costs associated with shipping and handling of source materials within the United States shall be borne by Xxxxxxx. A packing slip, generated by the OTS, will be included with each box, listing the items. The electronic version will be emailed along with a notification of the shipment including a tracking code.
4.5 Receipt of historical materials returned by Vendor
Upon receipt of the materials to us by the Vendor, we will immediately compare the materials received to a copy of the detailed packing list and notify the Vendor of any discrepancies..
4.6 Performing quality control of image capture
Although the Vendor will be required to perform, rigorous quality control procedures (see Section 5.6.1, Vendor inspection of images) Xxxxxxx, as well as the originating institutions will inspect all digital files and media delivered by the Vendor. This inspection will include:
• Verification of media integrity, file readability for all digital files, specified directory structures and file naming.
• Viewing on screen at full resolution using a high-resolution monitor and technical targets for all the digital image files.
• Verification of compliance with the Image Specifications
• Identifying any missing or out of order parts in a complex object
• Comparing and marking any anomalies against information given in the Vendor’s OTS and/or originals
For images consisting of text/line art, any or all of the following requirements must be exhibited when examining a the Master image:
• Full reproduction of the object with skew under 2% from the original (100% of all pages);
• Sufficient contrast between text and background and uniform density across the image, consonant with original pages (100% of all pages);
• Text legibility, including the smallest significant characters (100% of all pages);
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• Absence of darkened borders at page edges (98% of all pages);
• Characters reproduced at the same size as the original, individual line widths (thick, medium, and thin) render faithfully (98% of all pages);
• Absence of wavy and distorted text (98% of all pages)
For illustrations, photographs and other graphics, the following attributes will be evaluated with or with magnification as needed:
• Capture of the range of tones contained in the original;
• Consistent rendering of detail in the light and dark portions of the image;
• Even gradation across the image;
• Absence of moiré patterns and other distorting elements;
• The presence of significant fine detail contained in the original.
4.7 Performing quality control of directory structure and technical metadata.
As noted in Section 4.3- Preparing materials for scanning and metadata creation, each originating institution will provide an object identifier, which will include the order of the compound object’s parts and the Vendor is expected to provide corresponding file names and directory structure (entering this data into the OTS for transfer to the institution). Each institution will verify to Xxxxxxx the accuracy of the scan. Xxxxxxx will then verify to the Vendor, the accuracy of Vendor supplied directory structure and the completeness of Vendor supplied technical metadata on the OTS within the review period.
4.8 Identifying unacceptable images and data
Any images or data considered unacceptable by Xxxxxxx due to image conversion errors or incorrect data entry will be returned to the Vendor with specific comments identifying the scope and nature of the problem. If the delivery media or any files on the media are nonfunctional, they will be also returned to the Vendor for corrections. The Vendor will make all necessary adjustments and reproduce the products (images and data) at their expense to achieve an acceptable level of quality as identified in the proposal and confirmed in the testing and calibration stage. If the error is the ours, Xxxxxxx will accept an additional charge.
5.0 Project responsibilities: Vendor
The primary responsibility of the Vendor is to ensure that these scanning specifications are met without damage to the original materials. The role of the Vendor is critical to the success of the project. The Vendor will be responsible for receiving approximately 2,000 or more objects from XXXXXXX and preparing, scanning and delivering products on flash drives, as well as a master set of accepted images on Archival gold backed CD-R or a remote hard drive. In addition, the Vendor will be responsible for guaranteeing the quality of the images, technical metadata, and file naming and directory structure. The Vendor will also provide an Online Tracking System. The
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following sections describe Vendor project responsibilities and provide instructions for Vendor response.
5.1 Testing and calibration
Before the start of formal production, using the preliminary production test images, Xxxxxxx will work with the Vendor to refine choice of calibration targets and technical metadata to be captured. During this time Xxxxxxx and the Vendor will further develop the OTS to include notation regarding all project activity, such as shipping, vendor comments, quality control, approval,
5.2 Receiving material from Institutions
We will photograph their material in the carton before shipping and suggest the Vendor document the cartons upon receipt. A copy of a packing slip from the OTS will be included with each box listing all items received and returned, Each package with be clearly labeled.
The Vendor must acknowledge receipt of each item in a shipment, using an annotated copy of the packing slip. If any discrepancies to the packing slip are found, or the originals and /or accompanying instructions are problematic, the Vendor needs to inform Xxxxxxx immediately.
Materials with any existing damage will be noted by the institution in the packing slip; the Vendor should review these -- and all other materials in the shipment -- to confirm and note any additional damage found on the materials.
5.3 Storage and handling of materials
All materials must be stored in a secure, dry fireproof location at the Vendor and great care should be taken in handling fragile originals. Preventing damage to original materials should be a primary concern during scanning. The equipment (including lights) used for all image capture must not damage original materials. Rough handling or the placement of stress on original items (especially in cases of fragile materials, book bindings, etc.), is unacceptable. Adequate support of original items to prevent damage during scanning, such as book cradles or other supports, is required.
Contractor personnel is to perform all handling and scanning labor which includes removing items from storage containers one at a time, performing the scanning and appropriate record keeping, and replacing the items in their original containers. Staff are to wear cotton gloves while handling historic material. The scanning environment must be clean. No food or drink is to be allowed near the historic material.
Vendor is responsible for insuring Xxxxxxx materials on his site for $10.00 per item for a maximum of 900 on site. Break out insurance on bid form.
5.4 Return of historic materials
The Vendor will sort and pack historic materials in a secure, orderly manner, equal to if not better than the manner, in which the originating institution sent their material. If failure to do
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this, results in damage to the historical material, financial compensation will be sought in addition to the shipping insurance required. See Section 5.9. A copy of a packing slip from the OTS will be included with each box listing all items received and returned, Each package with be clearly labeled.
Vendor will be responsible for all shipping handling costs including $1250 insurance with the shipper for each shipment. This will be via three-day delivery.
5.5 Shipping digital materials
Accompanying the historic material, the Vendor will also send each library their digital files for each shipment on a Flash Drive, large enough to hold all files for that shipment. At the same time, the Vendor will send to Xxxxxxx on Flash Drive(s) a complete compilation of all libraries’ files in that shipment, just as they have been submitted to the libraries. The Flash Drive(s) will be sent to:
The Vendor will notify Xxxxxxx via email, when shipping the historic materials and digital files, providing the tracking number and expected delivery date.
5.6 Scanning procedure
Vendor will ensure that the scanning system is free of dust and other distorting materials, the optical elements of the scanning system are clean, and appropriate calibration targets are used.
Using a scanner or digital camera, the Vendor will digitize each object to render a master image per the specifications described in 5.6.2 Digital image standards. Because of the possible fragile nature of the historic materials, all material will be placed by manually on the scanner platen or camera copy board. Automatic document feeders will not be used.
Before scanning, the Vendor will carefully remove all dust from the material, cleaners or solvents should not be used without permission from Xxxxxxx. Scanning technicians must follow storage and handling procedures outlined in Section 5.3.
When the historical material is shipped in its own sleeve (envelope) or case, the Vendor will be responsible for the returning the artifact to the appropriate sleeve or case.
5.6.1 Vendor inspection of images
The Vendor will inspect each digital image to assure that each artifact is correctly rendered and meets all image standards specified in this RFP and negotiated with Xxxxxxx during the period of testing and calibration. Inspection data shall be recorded on the OTS printout accompanying each lot of historic materials
As encountered, the Vendor will report to Xxxxxxx any problem object that cannot be captured to meet specifications in order to reach a reasonable solution to processing problems before the scheduled delivery of digital images.
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5.6.2 Digital image standards
For each object or each part of a complex object, the Vendor will create three digital files for delivery to both the originating institution and to XXXXXXX on flash drives. These will be a Digital Master File in TIFF format and two derivative files: an access image in JPEG format and a thumbnail in GIF format. Files will be scanned according to the CDL Guidelines for Digital Images, Version 2.0, September 2009, which can be found at http://www.cdlib.org/services/dsc/tools/docs/cdl_gdi_v2.pdf
TIFF specifications will be based on the original material’s content and size.. There will be no apparent skewing to the image unless the original was significantly skewed. There shall be no moiré patterns, digital artifacts such as dropouts, or other distorting elements. Nor should there be visual artifacts caused by the lighting system used in the scanning system. Dust and particles removable from the photograph should not appear in the image file.
The scans should be made at true optical resolution required for the TIFF file as per CDL Guidelines for Digital Images, Version 2.0. In no case are low-resolution scans to be resampled or resized to increase the nominal resolution to that required.
No “sharpening, or other digital retouching” shall be done to the TIFF file. Each TIFF file is to be validated using JHOVE (http://hul.harvard.edu/jhove/).
JPEG access images should be high-quality compression, sRGB profile for color and Gray Gamma 2.2 profile for monochrome; 1024 pixels across the long dimension; 24-bit for color or 8-bit grayscale for monochrome images. All JPEG files should have auto level processing done. GIF thumbnail images should be 150 pixels across the long dimension; 8-bit for color or 4-bit grayscale for monochrome images. 5.6.3 Volume naming, file naming standards
The Vendor will assure that all volume names, directories, and image file names meet ISO 9660 conventions. The Vendor and Xxxxxxx will agree to all naming schemes in writing before the start of production. The directory structure will be organized according to relationships to original material and by file types.
Simple object image files will be grouped primarily by image file format (TIFF full resolution-archival master images, JPEG display-access images, and GIF-thumbnail images), and secondarily by unique root identifier for the object.
Example: TIFF CSJ_001.TIF CSJ_002.TIF [etc.] JPEG CSJ_001.JPG
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CSJ_002.JPG [etc.] GIF CSJ_001.GIF CSJ_002.GIF [etc.]
Compound object image files will be grouped primarily by unique root identifier for the object, secondarily by image file format, and thirdly by component of the compound object.
Example: CSJ_003 TIFF CSJ_003_PAGE001.TIF CSJ_003_PAGE002.TIF CSJ_003_PAGE003.TIF [etc.] JPEG CSJ_003_PAGE001.JPG CSJ_003_PAGE002.JPG CSJ_003_PAGE003.JPG [etc.] GIF CSJ_003_PAGE001.gif CSJ_003_PAGE002.gif CSJ_003_PAGE003.gif [etc.]
5.6.4 TIFF file header specifications
The Vendor will not assume that generated TIFF files have proper default values in the TIFF header fields. During the period of pre-production testing and calibration, the Vendor and Xxxxxxx will determine which TIFF file fields should be used and possibly modified by the Vendor at the time of image capture. Xxxxxxx is interested in capturing as much technical data at this time as possible including color space and profile information where applicable and still have a JHove compliant TIFF file.
At minimum the following will be captured and embedded in the file header
Information Tag Description TIFF Tag
Sample Text
Image Length ImageLength 257 6000 Image Width ImageWidth 256 4000 Time Date Stamp DateTime 306 yyyy:mm:dd
hh:mm:ss
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Scanning Equipment
Make 271 Fugifilmxx
Vendor Artist 315 Vendor Vendor Object Title ImageDescription 270 History of Kern
County Library Name Copyright 33432 Kern County Library ICC Profile InterColourProfile 34675 AdobeRGB
5.7 Subcontracting
Subcontracting is permitted under this contract. In the event of a subcontracting agreement, the Vendor shall assume responsibility for work performed by the subcontractor.
5.8 Guarantee of digital image, directory structure and technical metadata
The Vendor must be willing to guarantee the quality of digital images, technical metadata and directory structure. The Vendor must agree to correct the products that are deemed unacceptable by XXXXXXX do to Vendor errors, at no additional charge to XXXXXXX and adhering to the specified project timeline.
5.9 Guarantee of condition of original materials
The Vendor will receive, handle, sort, and pack historic materials as outlined in Sections 5.2-5.4. If failure to do this results in any damage to the historical material while in the Vendor's custody (including damage introduced due to mis-handling or mis-packaging), adequate compensation will be sought. This compensation could be in the form of additional free scans.
6.0 Project Management and Formal Conditions
6.1 Communication
The success of this project will depend on how well Xxxxxxx and the Vendor manages their project responsibilities.
Xxxxxxx and the Vendor will each designate representatives who will be available upon request to field questions and to discuss any aspect of the project. The Xxxxxxx project manager will be . There will be regular telephone calls between the Vendor representatives and the Xxxxxxx representative to plan schedules and to resolve problems.
6.2 Online Tracking and Ordering System
The Vendor will also provide an Online Tracking and Ordering System, which the participants and Xxxxxxx can access via a web browser. This system will track the shipments of historic materials, production and delivery of image files, inspection, notification of rejected work,
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rework, re-inspection, and final sign-off by Xxxxxxx, The OTS shall maintain, at minimum, a record of the following for each digital file created:
• Unique ID provided by the institution and the File ID created by the Vendor
o The FileID will be generated based on Library codes, which Xxxxxxx will provide, e.g. chs_001
• Title/description for each digital file provided by the participants.
• Physical description information as it determines pixel array of digital file
• Special comments or notes as entered by participants, Vendor or Xxxxxxx
• Determination of materials as compound or simple objects as entered by participants
• Acceptance or Rejection by Xxxxxxx of a digital file
o Comments about why a file has been rejected
• Determination of shipment grouping
The tracking system will produce packing slips and a Review list with comments in PDF format which will include the agreed upon information.
6.3 Delivery Schedule
Xxxxxxx and the Vendor will establish a regular delivery schedule for shipments of historic materials from the participating institutions to the Vendor and return of historic materials and digital products from Vendor to Xxxxxxx and institutions. Any changes in the delivery schedule shall be communicated by the party initiating the change within 1 (one) week prior to the schedule change, Xxxxxxx must be able to change or cancel order releases against this agreement or blanket order any time before shipment without penalty.
6.4 On-site inspection of Vendor Facility
At any time during the period of the agreement, the Vendor will permit representatives from Xxxxxxx to inspect its facility during Vendor’s normal working hours.
6.5 Default
Xxxxxxx will notify the Vendor in writing concerning potential conditions of default; e.g., untimely service, poor workmanship, etc. Failure of the Vendor to correct the conditions identified by Xxxxxxx at the Vendor’s own expense, or to come to an amicable solution with Xxxxxxx within thirty days shall constitute default. Upon condition of default, Xxxxxxx will have the option to cancel its agreement with Vendor.
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Xxxxxxx expects that the Vendor will deliver image files and delivery media of such quality, that rework is a rare event. Request for rework exceeding 1% of product delivered will constitute a potential condition of default.
6.6 Errors
The Vendor shall correct any substandard image files or delivery media identified during either its or Xxxxxxx‘s inspection process at no additional charge to Xxxxxxx. If Xxxxxxx identifies the problem, the Vendor will replace the substandard product within two weeks, (ten (10) working days) of the Vendor being notified.
6.7 Invoices
The Vendor will provide a detailed monthly invoice for the processing completed that month. Invoices shall reflect the price structure delineated in the agreement. The invoices will include the number of objects scanned and digital files created, unit charge per image processed, cost of recordable media used, cost for shipping and insurance and other expenses for goods and services requested by Xxxxxxx.
Invoices will be paid upon acceptance by Xxxxxxx of the products following inspection as described elsewhere in this RFP.
6.8 Rights over products
The participating institutions will retain all physical and property right over the original volumes, digital images and data that are products of the project described in this proposal (including the Preliminary Production Test). The Vendor will be performing work for hire and therefore will be expected to sign a legal waiver regarding any use of the products delivered.
6.9 Pricing
Prices quoted by the Vendor shall be net, unless otherwise specified by Xxxxxxx, and firm for the duration of the project.
7.0 Statement of capability, experience, and company viability
The narrative of the proposal should state how you would meet the goals and obligations as described in this RFP. At the minimum, a proposal should contain the following:
7.1 Business Summary
Provide a brief business history of your company including statement of ownership, years in the business, the number of full and part time employees, D&B and Federal tax numbers. Include a current financial statement
7.2 Key personnel and technical support
Describe the qualifications and imaging experience of the staff assigned to this project. Attach the resumes of imaging staff and other key personnel. State their hours of availability as
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Pacific Time. Describe the technical support services that are available and state if you provide a local or 800 number for no charge technical support.
7.3 Vendor facilities
Where are the digitization and image processing facilities located? Describe the scanning facilities and environment. Attach photographs of the scanning facility and equipment, surrounding area and ambient lighting. Any post capture image processing areas should also be illustrated.
7.4 Shipping containers
Can you provide secure, waterproof shipping containers for the historical materials between the participating institutions and the Vendor and return? What brand are they?
7.5 Scanning and image processing techniques
Discuss the processing procedures requested in the RFP. Do you have alternatives to suggest? Describe your techniques for sorting, handling, and repackaging fragile historic materials; are there any special scanning techniques you will employ.
Describe the hardware (including brand and model, true optical resolutions, dynamic range, etc.) and software to be used for the processing of the images. Describe what scanner (camera) will be used for objects that are smaller than 11” x 14”, or those larger than 11” x 14”, for objects that are primarily graphic material or primarily textual material. Confirm that you are able to meet the image specification detailed in CDL Guidelines for Digital Images, Version 2.0, September 2009, http://www.cdlib.org/services/dsc/tools/docs/cdl_gdi_v2.pdf /. Describe procedures for calibrating the scanning and image processing systems including monitors. What calibration targets will be used for this project? Describe color management procedure employed for the equipment.
State your experience with validating TIFF files using JHove.
Define the JPEG compression engine that you will use.
7.6 Image file headers
Explain how you will record or modify information in the TIFF header for an image file. Describe the software used. Describe your quality assurance procedures for making the file headers.
7.7 Quality assurance
Describe your procedure for inspecting and correcting image scans and derivative files. How will you inspect the flash drives after recording? Describe past claims for damage to historic material.
7.8 Vendor production schedule
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Describe how you will meet the requested production schedule. How will you schedule rework?
7.9 Exceptions to RFP
Provide a list and explain the benefits of all exceptions taken to this RFP. An exception is defined as the Vendor’s inability to meet or desire to provide an alternative to the requirements specified in the RFP.
7.10 Warranties provided
Define the warranties of work that you will provide.
7.11 References
Please provide three-(3) customer reference including contact name, phone number, email address, and brief description of your business relationship with them. These references should be for products and services similar to what is requested in this RFP.
7.12 Insurance
Vendor is responsible for insuring the participating institutions’ historic materials on his/her site at $10.00 per image, with a maximum of 900 on the site. Vendor will also insure material during delivery process for $1250 per shipment. Break out the insurance on bid proposal.
7.13 Prices for scanning and derivative image files
The item price bid by the Vendor for each file processed should include: the total cost to Xxxxxxx for preparation, scanning, creation of all required derivative digital files, image file header creation or modification, record keeping and recording all data to flash drives. In addition, to payment for scanning services, Xxxxxxx will reimburse the Vendor for the actual cost of normal shipping of materials and work products, cost of recordable disks used, and miscellaneous work expenses approved by Xxxxxxx. The Vendor must bear the costs of any shipping associated with any rework requested by Xxxxxxx which is due to the Vendor’s error.
Use the form in Attachment 8.4 for submitting bid prices. If the Vendor expects to be compensated for any other goods or services, explicitly state and explain these charges in the proposal.
7.14 The proposal should also include as attachments
• Attachment 8.4 Prices for scanning and derivative image files (endorse)
• Attachment 8.5 References
• Attachment 8.6 Rights over products –(endorsed, may come later by mail, if submitting electronically)
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• Resumes of key staff including scanner operators
• Photographs of scanning facilities
8.0 RFP Attachments and forms
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8.1 Proposed Scanning Schedule
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8.3 Notification to bid – response
Please indicate by faxing this form to XXXXXXX no later than , that you understand the requirements of the RFP and you will be responding to it.
Vendor Information: _______________________________________________________
Mailing Address _______________________________________________________
_______________________________________________________
_______________________________________________________
Phone Number _______________________________________________________
Fax number _______________________________________________________
Email address _______________________________________________________
___ Yes, I understand the requirements of Xxxxxxx’s RFP and will respond to it.
___ No, I will not respond to Xxxxxxx’s RFP/
____________________________________ ____________________________
Signature Date
Print name and title
Please email this form to:
Xxxxxxx Attn:
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8.4 Prices for scanning and derivative image files. Description of material Media size Unit price
Bid Color Photographs (and Black White in color) Less than 8” x 10”
8”x 10” or less than 11” 14”
11”x 14” or less that 17” x 22”
Up to 22” x 34”
Black and White Photographs (grayscale) Less than 8” x 10”
8”x 10” or less than 11” 14”
11”x 14” or less that 17” x 22”
Up to 22” x 34”
Heavily illustrated graphic work, maps, brochures (color)
Less than 8” x 10”
8”x 10” or less than 11” 14”
11”x 14” or less that 17” x 22”
Up to 22” x 34”
Photographs mounted in scrapbooks Less than 8” x 10”
Film Film role
slides
transparencies
Postcards Less than 8” x 10”
Text documents - Printed (bitonal) Less than 8” x 10”
8”x 10” or less than 11” 14”
11”x 14” or less that 17” x 22”
Up to 22” x 34”
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Text documents - handwritten (grayscale/color) Less than 8” x 10”
8”x 10” or less than 11” 14”
_____________________________________ Vendor _____________________________________ _________________________ Signature Date _____________________________________________________ Printed name and title
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8.5 References Submit at least three references including the following information:
Organization Contact
Telephone email
Description of work performed
Internet address (If it exists.)
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8.6 Rights over Products
Assignment of Rights
The Vendor understands that any work subject to copyright, which the Vendor develops in the course of the work related to this RFP constitutes “work for hire” as defined in the 17 U.S.C. Section 201(b) of the federal Copyright Act and all ownership rights to such work belong to the participating institutions as represented by Xxxxxxx.
Should such work not constitute a “work for hire” under copyright law, the Vendor hereby grants, transfers, assigns and conveys to the participating institutions and its successors and assigns the entire right, title and interest in my Work or part thereof, including but not limited to the right to reproduce, to prepare derivative works, to distribute by sale, rental lease, lending or other transfer; to perform publicly and to display Work, as well as the right to secure copyrights or patents and renewals, reissues, and extensions of any such copyrights or patents in the Untied States of America or any foreign country:
Whether a copyright in the Work will be maintained or registered in the United Stated of America or any foreign country shall be the sole discretion of the participating institutions.
I agree to cooperate with Xxxxxxx and the participating institutions in the preparation and execution of al documents necessary or incidental to this assignment and the protection and preservation of rights herein granted to the participating institutions and their representative Xxxxxxx.
_______________________________________ _____________________
Signature Date
_______________________________________
Print name and title