PRESOL | 76 | Analog-to-Digital Audio Books - Solicitation

FBO DAILY ISSUE OF JULY 21, 2012 FBO #3892
SOLICITATION NOTICE

76 -- Analog-to-Digital Audio Books - Solicitation

Notice Date: 7/19/2012
Notice Type: Combined Synopsis/Solicitation
NAICS: 519120 — Libraries and Archives
Contracting Office: Library of Congress, Contracts Services, Contracts Section, 101 Independence Ave SE, LA-325, Washington, District of Columbia, 20540-9411
ZIP Code: 20540-9411
Solicitation Number: LCNLS12R0082
Archive Date: 9/1/2012
Point of Contact: Jonah Lerman, Phone: 2027070468, Vidya Vish, Phone: 2027079394
E-Mail Address: jler@loc.gov, vvis@loc.gov
(jler@loc.gov, vvis@loc.gov)
Small Business Set-Aside: N/A
Description: Solicitation with Proposal Instructions and Evaluation Factors DESCRIPTION/SPECIFICATION/WORK STATEMENT C.1PREFACE TO DESCRIPTION, SPECIFICATIONS, AND WORK STATEMENT C.1.1The National Library Service for the Blind and Physically Handicapped As mandated by Public Law 89-522 dated July 30, 1966, The National Library Service for the Blind and Physically Handicapped (NLS), Library of Congress (LOC), provides reading materials in recorded and braille formats to U.S. residents and U.S. citizens living abroad who are unable to use conventional print materials because of visual and physical limitations. Each year, more than 24 million books and magazines are circulated to these groups. Reading materials (books and magazines) are produced by contractors for NLS, and are distributed to a readership in excess of 700,000 through a network of over 122 regional and sub-regional libraries serving blind and physically handicapped individuals. States, municipalities, or other agencies operate these organizations. In addition, books are distributed to schools, multi-state centers, and veterans' hospitals throughout the nation and U.S. territories. All services and products are funded by the U.S. Congress through NLS and are provided to patrons free of charge including mail to and from patrons, through the U.S. Postal Service. NLS has about 130,000 titles in its collection and adds approximately 2,700 titles (including music titles) annually. Books are circulated to patrons primarily through the mail from their network libraries located in their jurisdictions. Additionally, several magazines are distributed on a weekly, monthly, bi-monthly or quarterly schedule. Also, catalogs, bibliographies, and newsletters are distributed on an annual, quarterly or bi-monthly schedule. Contractors who produce books, equipment, or other products shall be cognizant of the consumer-responsive nature of the program and that the specifications for these products have been developed to meet the needs of program users. Materials are produced with the readers' needs foremost in mind and improved through constant monitoring and consumer input. Contractors are expected to familiarize themselves with the equipment handling practices of blind and physically handicapped clientele and ensure that the supplies and equipment produced shall stand up under such use. A high degree of quality workmanship and product reliability is mandated by the product specification. C.1.2Transition to Digital Audio NLS is presently converting from a cassette-based analog system to a digital system for audio book and magazine recording, distribution, and playback. Essential elements of the digital system are the Digital Talking Book (DTB) and the digital player. The DTB consists of a set of computer files that includes both compressed digital audio files and also administrative files that assist the player in presenting the DTB to the user effectively in response to user commands. The file set definition is embodied in the American National Standard ANSI/NISO Z39.86-2002, Specifications for the Digital Talking Book. Links to the standard and background information on its use can be found at www.loc.gov/nls/z3986. NLS has a collection of approximately 40,000 book titles on analog open-reel master tapes from which the audiocassette collection was created. A significant portion of this collection will be converted to digital format and restructured as DTBs. These titles will be converted to DTBs compliant with NLS Specifications #1202, #1203, #1205, and #1206 and ANSI/NISO Z39.86-2002 by reference. NLS specifications are available online at www.loc.gov/nls/specs. C.1.3Nonprofit Institution Preference Policy NLS/BPH follows the mandate of Public Law 89-522 for the purchase of books, either in raised characters or in sound reproduction recordings, by giving preference to nonprofit institutions whose activities are primarily concerned with the blind and other physically handicapped persons where bids submitted by such institutions are determined to be fair and reasonable. To fulfill the intent of this mandate and in order to receive this preference, a contractor must perform a substantial portion of the work that is represented by the cost of producing the described items, or by making a significant contribution to the manufacture or production of the end item. In this solicitation, this is defined as follows: •A substantial portion of the work means a minimum of fifty percent (fifty percent or more) of the A-D conversion and preparation of WAV files and DTB creation to be determined by one or more of the following: cost (not including cost of materials), labor hours, or titles. •A significant contribution means either all A-D conversion or all DTB creation. C.2 SCOPE OF WORK The Library of Congress National Library Service requires contract service to convert analog recordings of audio books to digital audio files and supply the resulting files as Digital Talking Books (DTBs) to NLS in accordance with National Library Service for the Blind and Physically Handicapped (NLS) specifications as amended by this solicitation. In most cases NLS will supply audio books to the contractor on 2-track, 3-3/4 ips, 7" open reels of analog tape, or on 4-track, 3-3/4 ips, 7" open reels (and occasionally in other formats). NLS will also supply a digital file (OPF) containing some of the bibliographic information (metadata) for the book required to create the DTB, and, if available, a print copy of the book with timing notation written in the margins. The contractor shall convert each analog track into a separate digital audio WAV file, compliant with relevant sections of NLS Specification #1202. No CD submissions shall be required under this contract. From the digital audio file set for each title, the contractor shall also create a DTB of the book that is compliant with NLS Specifications #1203, #1205, and #1206 and ANSI/NISO standard Z39.86-2002. C.3 OPERATIONAL PROCEDURES This contract requires submission of three deliverables per title: 1) a set of WAV files converted from analog recordings; 2) a complete unprotected DTB; and 3) a complete protected DTB. These three parts are described separately below, but all shall be uploaded to NLS as a single product. C.3.1 Analog to Digital Conversion - the WAV files C.3.1.1 Analog Tapes Supplied by NLS Source tapes to be processed shall be: a) 1/4-inch half-track, 3-3/4 ips recordings on 7-inch reels; b) 1/4-inch quarter-track, 3-3/4 ips recordings on 7-inch reels; and c) analog cassettes in various formats (two-track, four-track, 15/16 ips, 1 7/8 ips, etc.). The tracks are typically recorded in opposite directions. Digital WAV files shall NOT be submitted with reverse recording. C.3.1.2 Analog Tape Storage and Handling Contractor shall store analog tapes in an environmentally controlled area, protected from direct sunlight and maintained 24 hours a day, seven days per week within the temperature and humidity limits suitable for an office environment. Contractor shall handle analog tapes carefully and shall play them no more than once, if possible. C.3.1.3 Quality of Original Tapes 1.Before transfer of the analog tapes to WAV files, contractor shall inspect a minimum of ten percent (10%) of the recording for completeness and acceptability. Tapes found to be incomplete or unacceptable shall not be transferred. The contractor shall report problems observed using the appropriate website (www.loc.gov/nls/pics). 2.During transfer of the analog tape, if the contractor observes evidence of deterioration or incompleteness of tapes, the contractor shall report problems observed using the appropriate website (www.loc.gov/nls/pics). 3.Contact NLS Quality Assurance Section (QAS), monthly, for instructions regarding tapes found to be unacceptable for conversion. C.3.1.4 Conversion Process 1.The contractor shall utilize an analog-to-digital conversion system that has been approved in advance in writing by the NLS Quality Assurance Section (see Section L.3.2.2). 2.The maximum conversion speed for analog tape decks during the conversion process shall be two times the playback speed (e.g., a 3 ¾ ips master would be converted at a speed no faster than 7 ½ ips). Real time transfer may be required to produce a satisfactory product. 3.The contractor shall create a single WAV file for each analog track. The audio track shall be compliant with NLS specification #1202, except as noted in "Exceptions to NLS Specification #1202" below. 4.Minimal signal processing shall be allowed in order to conform to NLS specifications. 5.Tracks that are played backwards during the conversion process (i.e., sides 2, 4, etc.) shall be reversed before being uploaded to NLS. 6.Contractor shall conduct a minimum of 10% audit of each converted WAV file to ensure completeness and that converted sound tracks are free of significant defects originating in the open-reel recording (drop-outs and print-through, for example, are of concern here, not narration quality). In addition, no defects (e.g. clicks, pops, distortion, drop-outs, loss of high frequencies, etc.) may be introduced in the conversion process. C.3.1.5 Exceptions to NLS Specification #1202 The uploaded WAV files shall conform to NLS specification #1202 with the following exceptions: 1.Section 3.2 does not apply, as the WAV files will be converted from an analog source. 2.Section 3.3.2.6 does not apply; the noise floor of the review copy shall not be worse than that of the analog tape. 3.All references to the CD-R do not apply. 4.For titles converted from analog format to DTB, the DTB-specific announcement files hall be created using sections of the original audio WAV files combined with an A-D opening notice file supplied by NLS. Some titles may be in a foreign language, and whenever possible the notice file should be in the same language. In unusual cases contractor shall contact NLS prior to DTB creation. 5.For both adult and children's books, the content of the DTB-specific announcement files shall be slightly different than those listed in Specification 1202 section 3.4.2. See section C.3.8 of this contract for a comparison of cassette versus DTB announcements for converted books. 6.In addition, many of the cassette-specific announcements included in the WAV files of the cassette version of the book shall be excluded by the SMIL file in the DTB. See section C.3.8 of this contract for a comparison of cassette versus DTB announcements for converted books. C.3.2 Creation of DTB (Refer to ANSI/NISO Z39.86-2002 for definitions of terms) The DTB version of each title will consist of compressed audio, NCX, SMIL, and OPF files. DTB's created under this contract shall contain no textual content file and shall contain at least a basic NCX as described in section 13 of ANSI/NISO Z39.86-2002. (Type "2" audio NCX). Refer to specifications #1202, #1203, #1205, and #1206 for details. In order to provide acceptable navigation (see C.3.2.4), NLS will attempt to provide a print copy of each title, with written timing markers included. However, if no such book is available, contractor is still responsible for appropriate navigation, and may wish to obtain, at no cost to NLS, a copy of the print book to aid in creation of the DTB. C.3.2.1 Exceptions to NLS Specification #1203 The DTB shall conform to NLS specification #1203 with the following exceptions: 1.The text element is optional for NavLabels, but the audio element is required. If the text element is included, it must be accurate to the print edition of the book and must match the audio, as defined in section 3.2.4.3.1 of specification #1203. 2.The OPF Metadata provided by NLS for A-D conversion books may include some fields noted as missing in Specification #1203 section 3.2.5.2 and may not include other fields noted as present. (See "Initial Package File (OPF) Provided on Web" below) C.3.2.2Books Requiring Non-Hierarchical (Secondary) Navigation Some titles may require special secondary navigation features. For example, a cookbook may have each page marked with a tone in the cassette version, but the DTB version would be more useful to the reader with each page number marked as a "pagenum". With such a notation, the reading of the page numbers could become "skippable" (see ANSI/NISO Z39.86-2002 section 7.4 for details). Such added features, sometimes referred to as "non-hierarchical" or "secondary" navigation, are not required for this contract. If the contractor detects that a title may require such non-hierarchical navigation, the contractor shall notify the contract monitor before proceeding with production. NLS may request that the title be returned to NLS and replaced with another title. C.3.2.3 SMIL File The SMIL file(s) shall be created in accordance with NLS Specification #1203. C.3.2.4 Navigation Control File (NCX) The NCX shall be created in accordance with NLS specification #1203 and the following guidelines: In all books, navPoints shall be created for: 1)the beginning of the DTB (using the book's title and author as the value for the navLabel and with <content> pointing to the beginning of the title), 2)the Library of Congress annotation (sometimes called "annotation"), if present 3)the beginning of the table of contents, if present, 4)the beginning of the main content of the book (generally the start of the first part or chapter -- if in doubt on any title, confer with NLS), 5)major portions of the book (parts, chapters, sections, etc.) 6)the end of the book, marking the ending announcement (using "End of (title) by (author)" as the value for the navLabel and with <content> pointing to the beginning of the announcement). If the body of a book was "tone-indexed" (that is, the book includes an announcement such as "This recording is tone-indexed..."), a navPoint shall be created for each tone-indexed item. The location of the start and ending points for the navLabel audio for each navPoint must be adjusted to conform to Specification #1203. Items 3, 4, and 5 above are frequently (but not always) identified by tones. C.3.2.5 Books Requiring Many Navigation Points Some titles may require an unusually large number of navigation points. If the contractor detects that a title may require an unusually large number of navigation points, the contractor shall notify the contract monitor before proceeding with production. NLS may request that the title be returned to NLS and replaced with another title. C.3.2.6 Package File or the Open Electronic Book Package Format File (OPF) The package file shall be prepared in accordance with Specification #1203 and the ANSI/NISO Z39.86-2002 standard. 1. Initial Package File (OPF) Provided on Web NLS shall provide an initial OPF (iopf) file on the NLS Producer Data Exchange web site www.loc.gov/pics. The information provided on this screen represents the data that NLS has available for this title, and is sometimes in a format that is no longer acceptable. This information is provided by NLS as a service only. THE CONTRACTOR RETAINS RESPONSIBILTY TO ASSURE THAT ALL ITEMS REQUIRED IN THE OPF ARE ACCURATE AND CORRECTLY FORMATTED. C.3.2.7 Compressed AMR-WB+ Audio Files The compressed AMR-WB+ files shall be prepared according to NLS Specification #1203. C.3.3DTB Production Tools Contractor is responsible for production of DTBs acceptable to NLS, and may develop their own production tools or use outside sources. NLS will provide some proprietary software/hardware to aid in preparation and validation of DTBs. C.3.4Submission of DTB to NLS via upload The files for each title shall be uploaded to NLS according to NLS Specification #1206. The files to be submitted are: •master WAV files •unprotected DTB •protected DTB C.3.5 Production Report Contractor shall report contract activity at www.loc.gov/pics for each title within two business days of the activity. Access to the Producer Data Exchange screen will be provided prior to assignment of work. C.3.6Disposition of Analog Tapes Contractor shall retain all analog tapes until all titles have been approved by the NLS Quality Assurance Section. Contractor shall store open-reel tapes in an environmentally controlled area, protected from direct sunlight and maintained 24 hours a day within the temperature and humidity limits suitable for an office environment. Contractor shall then contact NLS in writing and will be provided written instructions regarding the disposition of the tapes. C.3.7 Disposition of Digital Audio Files Digital audio files, masters and all associated files making up the DTB, are the property of the Library of Congress and shall be retained by the contractor for an indefinite period of time. All costs to store master recordings and handling and shipment done at NLS request shall be included in the costs of this contract. The contractor shall not delete any NLS files. Any NLS instructions regarding these files must be in writing. Verbal communication is not acceptable. C.3.8NLS DTB Book Announcements for Conversions Separate "Opening Announcements" shall be created for audio books that were originally released in other formats and are being converted to Digital Talking Books (DTBs). The audio files created for each cassette track include the announcements for the cassette version in accordance with NLS Specification #300. The table below is given as guidance. Some books may not comply because they were created from earlier versions of the specification. An example of the current Spec #300 is shown on the left hand column below. The DTB version of the book shall include a set of opening announcements as shown in the right-hand column (conversions from analog). The DTB opening announcements shall be provided as separate audio files, in both WAV (uncompressed) and encoded (compressed) formats. Other cassette-specific announcements (i.e. end-of side, placement of tones, etc.) shall be excluded from the DTB version of the book by use of the SMIL file as shown below. Note: Sections in gray are not to be included in that format Specification 300 - Recorded Cassette Books AnnouncementsDigital Talking Books (DTBs) Conversion Book Announcements 3.2.1Beginning Announcements -- Side OneContent of DTB Announcement File (Except Children's Books) The following announcements shall be recorded at the beginning of side one:The contractor shall include the following opening announcements if present in the original cassette version for use with the DTB, for all titles except children's books: {3.6}Titles reissued from existing tapes shall be edited to conform to the announcement and timing standards specified in this document. Before the beginning announcement on side one of reissued titles, the following statement shall be read: "This is a reissue of (book number to be supplied by NLS.)" Excluded (see Specification 1203 section 3.2.3.10) 3.2.1.a."This is a new recording of (book number)". This announcement shall be used, along with the book number provided, only when the statement "rerecord of " appears on the Production Authorization Record. b."This book contains up to four (4) sides per cassette." (When the master recording is made to produce a disc, do not use this statement when creating the stamper but retain it on the master tape.) c."Side one" d."(Book number)" (Use RC for all FD/RC books. Change designation only on masters used for disc duplication). The number portion of the book number (edit out "RC" and include only the number.) d.Title Title e.Author Author f."Copyright (date and holder(s))." "Copyright (date and holder(s))." g."Read by__________________________." If the annotation contains a sequel note and the assigned narrator differs from the narrator of the previous book in the series, add the following statement: "(previous narrator's name) was unavailable to continue reading of this series.""Read by __________________________." including any notes regarding a change in narrator for a series. Not Present in Cassette VersionCassette-to-DTB announcement (provided by NLS) "This book was originally created for audio cassette playback. Any announcements concerning cassettes do not apply to this recording. This version contains markers allowing direct access to major portions of the book." Note: this announcement should be recorded in the language of the book. h."This book contains______pages on_______sides." i.The following announcements are to be used only for cassette and intermaster production: Excluded (see Specification 1203 section 3.2.3.10) 1. Book with table of contents: "If you would like to skip over any remaining announcements or introductory material, place your cassette player in fast-forward until a beep is heard. Stop at that point to hear the table of contents, or at the second beep to locate the beginning of the book." (When the master recording is used to produce a disc, do not use this statement when creating the stamper, but retain it on the master tape.) 2. Book without table of contents: "If you would like to skip over any remaining announcements or introductory material, place your cassette player in fast-forward until a beep is heard. Stop at that point to hear the beginning of the book." (When the master recording is used to produce a disc, do not use this statement when creating the stamper, but retain it on the master tape.) j.The following statements should be included only by specific instruction. 1. Tone Index: "This recording is tone indexed. The beginning of each (name of item) will be indicated by a beep audible when your cassette player is in fast-forward or rewind." If the book is being recorded for use on disc, add the following phrase: "...or when your record player is set at the 33 rpm speed." When the master recording is used to produce a disk; use the above statement when creating the stamper. Do not retain it on the master tape. The index tone shall be 50 Hz at -12 VU, five seconds minimum, eight seconds maximum. The tone shall be recorded under the voice within the last ten seconds of the material preceding each indexed section. 2. Voice Index: cassette recordings only "This recording is voice indexed. Each (name of term) will be indicated with a spoken index term, followed by a beep, audible only when your cassette player is in fast-forward. To hear an indexed item, press the stop key after you hear the index term, but before you hear the beep." In fast forward time, the index term shall not end more than three (3) seconds nor less than one (1) second prior to the item being indexed. The index tone shall be 50 Hz at -12 VU, five seconds minimum, eight seconds maximum. The tone shall be recorded under the voice and begin exactly in time with the indexed item. End of different "opening announcements." All remaining opening announcements shall be the same on cassette and DTB. k."Library of Congress annotation:..." (To be supplied by NLS.) "Library of Congress annotation:..." (To be supplied by NLS.) l."From the book jacket:..." (Publisher's information about the book, excluding reviews. Information may be given in several locations. Narrator shall read the one most informative selection.) "From the book jacket:..." (Publisher's information about the book, excluding reviews. Include all audio files of this section included on the original cassette version.) m."About the author..." "About the author..." n."Other books by (author)..." "Other books by (author)..." o.Dedication, introduction, preface, forward, acknowledgements, table of contents, etc., in the order in which they appear in print book. In table of contents, convert page reference to side numbers. Dedication, introduction, preface, foreword, acknowledgments, table of contents, and other introductory items in the order in which they are presented in the audio of the original cassette version. 3.2.2Beginning Announcements for Subsequent Sides The following announcements shall be recorded at the beginning of all sides except side one:Excluded (see Specification 1203 section 3.2.3.10) a."Side (Number) " b.Title c."By (Author)." d."Continuing on page." (For books which are collections of short works, the narrator should substitute the following: "Continuing with (Title of selection being read) on page." The author of the selection being read is not included here). 3.2.3Ending Announcements 3.2.3.1Odd Sides The following announcements shall be recorded at the end of each odd-numbered side; except for the last side: a."End of side (1, 3, 5, 7, etc)." b."To continue, turn the cassette over." ( When the master recording is made to produce a disc, do not use this statement when creating the stamper but retain it on the master tape). 3.2.3.2Even Sides The following announcements shall be recorded at the end of each even-numbered side in the order specified below, except the last side. a.All even sides, except last side - "End of side (2, 4, 6, 8, etc.)." b.Sides 2, 6, 10, 14, etc. - "To continue, change side selector switch and turn the cassette over." (When the master recording is made to produce a disc, do not use this statement when creating the stamper but retain it on the master tape). c.Sides 4, 8, 12, 16, 20, etc. - "Change side selector switch. This book is continued on the next cassette." (When the master recording is made to produce a disc, do not use this statement when creating the stamper but retain it on the master tape). 3.2.3.3Last Side The following announcements shall be recorded on the last side at the end of the text, in the order stated: a."End of (Title) by (Author and spelling of author's name)." e.g. "End of Troubling a Star by Madeleine L'Engle, M-A-D-E-L-E-I-N-E, L-‘-E-N-G-L-E ""End of (Title) by (Author and spelling of author's name)." e.g. "End of Troubling a Star by Madeleine L'Engle, M-A-D-E-L-E-I-N-E, L-‘-E-N-G-L-E " b."Read by in the studios of for the Library of Congress, (Month and Year).""Read by in the studios of for the Library of Congress, (Month and Year)." c."Published by: (publisher's name and address if it appears in the print edition.) Further reproduction or distribution in other than a specialized format is prohibited.""Published by: (publisher's name and address if it appears in the print edition.) Further reproduction or distribution in other than a specialized format is prohibited." d."If you found any cassette in this book to be defective, please place a rubber band or piece of string around that cassette for identification. Place it in the container on top of the front stack of cassettes."Excluded (see Specification 1203 section 3.2.3.10) 3.7Children's BooksChildren's Books The following specifications apply only to books flagged with the notice..."Children's Book Format." Announcements as per Section 3.7 of specification #300.The contractor shall include in the converted DTB the following opening announcements, if present in the original cassette version, for all children's book titles: 3.7.1AnnouncementsContent of DTB Announcement File (Children's Books) All announcements will be as described in Section 3.2 with the exception of the beginning announcements for side one and the ending announcements for the last side. Excluded (see Specification 1203 section 3.2.3.10) 3.7.1.1Beginning Announcements The following announcements shall be recorded at the beginning of side one:For children's books the contractor shall include the following opening announcements in the DTB if they are present in the orginal cassette version: a."Side one." Excluded (see Specification 1203 section 3.2.3.10) b.Title Title c.Author Author d."Copyright (date and holder(s)).""Copyright (date and holder(s))." e."This book contains pages on sides." If pages are unnumbered, omit any reference to pages and say "This book is on ___ side(s). Excluded (see Specification 1203 section 3.2.3.10) f.Table of contents as it appears in text. Convert page references to side numbers. Table of contents as it was presented in the original cassette version g.Dedication, foreword, etc.Dedication, foreword, etc. 3.7.1.2Ending AnnouncementsEnding Announcements The following announcements shall be recorded on the last side at the end of the text, in the order stated: a."End of (Title) by (Author and spelling of author's name)." e.g. "End of Troubling a Star by Madeleine L'Engle, M-A-D-E-L-E-I-N-E, L-‘-E-N-G-L-E " "End of (Title) by (Author and spelling of author's name)." e.g. "End of Troubling a Star by Madeleine L'Engle, M-A-D-E-L-E-I-N-E, L-‘-E-N-G-L-E " b."About the Author..." "About the Author..." c."Other books by (author)..." if given. "Other books by (author)..." if given. d."Read by in the studios of for the Library of Congress, (Month), (Year)." "Read by in the studios of for the Library of Congress, (Month), (Year)." e."Published by: (publisher's name and address if it appears in the print edition). Further reproduction or distribution in other than a specialized format is prohibited." "Published by: (publisher's name and address if it appears in the print edition). Further reproduction or distribution in other than a specialized format is prohibited." f."If you found any cassette in this book to be defective, please place a rubber band or piece of string around that cassette for identification. Place it in the container on top of the front stack of cassettes."Excluded (see Specification 1203 section 3.2.3.10) C.4WARRANTY The contractor shall be responsible for replacing defective books for a full two (2) year warranty period. The warranty period shall extend to the last day of the twenty-fourth month after NLS QAS approval.
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76 -- Analog-to-Digital Audio Books - Solicitation