The Sine Pattern target contains four rows of patterns. The top row contains seven different transmittance density patches. The next two rows contain sine wave patterns with different spatial frequencies, and the bottom row contains seven additional different transmittance density patches. Each target is calibrated individually by the manufacturer.

B. Gray Scale targets. Measurement of the image of this target characterizes the relationship between the input values and the digital output values. In addition, the white, middle gray, and black area of the grayscale target will be used to measure the system noise (see C below).

Target consisting of 12 different gray density patches on a middle gray background (for digital cameras).

Target that includes a gray scale and a white, a gray, and a black area (for linear array scanners).

C. An Additional target.

Additionally, the targets shall be evaluated for scanner noise, scanner geometry, and flare.

C.4.6.4.2 Reflected light target set

The reflected light target set will include the following elements:

A. Spatial resolution targets (produced by Sine Patterns Inc.).

The target contains four rows of patterns. The top row contains seven different reflectance density patches. The next two rows contain sine wave patterns with different spatial frequencies, and the bottom row contains seven additional different reflectance density patches. Each target is calibrated by the manufacturer.

B. Grayscale targets.

Same types as transmitted light target set above, except these are manufactured for reflected light readings.

C. An Additional target.

Same type as transmitted light target set above, except this has been manufactured

for reflected light readings.

DELETED

C.4.7 TIFF Header Requirements

TIFF version 5.0 shall be satisfactory; version 6.0 may be substituted as samples during project startup and is subject to acceptance by the Library. The Library uses the TIFF tags listed below. "Typical" or "expected" data are provided for most tags. Exceptions to the norm are noted in the comments column.

Description		Tag	Comments
	NewSubfileType	254
	ImageWidth	256	actual pixel count
	ImageLength	257	actual pixel count
	BitsPerSample	258
	Compression	259
	PhotometricInterpretation	262
	DocumentName	269	collection identifier and filename* (Ex. bbc/0421ft.tif)
	StripOffsets	273
	SamplesPerPixel	277
	RowsPerStrip	278
	StripByteCounts	279
	XResolution	282	**
	YResolution	283	**
	ResolutionUnit	296	**
	DateTime	306	date and time scanned
	Artist	315	Library of Congress

* Each collection identifier is a designation which shall also be used as part of the CD-ROM volume names (see C.9.2).

** At least two options exist for tags 282, 283, and 296, either one of which is acceptable:

Option 1 (often used for full-size uncompressed images)
	Xresolution	282	actual pixel count
	YResolution	283	actual pixel count
	ResolutionUnit	296	1 (no unit specified)

Option 2 (often used for thumbnail images)
	Xresolution	282	dots per inch
	YResolution	283	dots per inch
	ResolutionUnit	296	2 (inch)

In order for the digital images to open in all software packages, the TIFF header tags shall be sorted into ascending numerical order.

C.4.8 Cropping

The Library wishes to provide researchers with a reproduction of the entire original item. Thus, images shall be framed and cropped to show the entire original item and beyond the item's edges. For negatives or other transmitted light items, each digital image shall reproduce that item's actual-image area, the border on the film that surrounds the image area, and a portion of the background (light box or scanner top) beyond the edge of the film. A similar approach shall be followed for reflected-light items; the whole print, whole mount, and a portion of the background (beyond the mount) shall be reproduced.

In the delivered images, the amount shown beyond the edge of the item shall be no less than 1.5 percent of the dimension of the long side image. Thus, for a 3,000 x 2,000-pixel image, the border beyond the reproduction of the original item shall consist of approximately 35 pixels on all four sides; for a 640 x 480-pixel image, the border shall consist of approximately 10 pixels on all four sides.

Exceptions to these requirements may be required for some collections as indicated in C.4.8.1 below and in Section J, Attachments 5 and 6 for LOT 2 collections.

C.4.8.1 Cropping - Multiple Items on a Single Mount

When multiple prints are mounted on a single board, e.g., eight Civil War portraits on one cardboard mount or three small prints mounted on a single scrapbook page, each image on a multiple-print mount shall be captured separately. Framing for each print shall extend beyond the image proper in a manner consistent with the cropping instructions in Section C.4.10. Specific task orders may additionally require the production of an image that captures the full physical item, i.e., a Civil War mount with eight portraits or a full scrapbook page with three prints.

C.4.9 Concatenation in Civil War Maps (LOT 2 - Optional Requirement)

In order to achieve the required spatial resolution of the Civil War maps (or other historical maps) to be scanned from microfiche in LOT 2, the contractor may have to capture tiles or segments of the map images on the fiche and concatenate (stitch or join) these segments when producing the digital images to be delivered to the Library. See Section J, Attachment 6 (6.4.2) for specific requirements regarding concatenated images of the Civil War maps.

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In the Library's retrieval system, each catalog record includes a collection identifier (also called an "aggregate name") and a digital item identifier for the picture therein described. Together, the two identifiers are used by the retrieval system to fetch the image from the server in which the image is stored. The identifiers are considered the beginning and ending levels in a UNIX pathname, and the Library has established a set of "naming rules" to identify one or more directories that form the intervening (middle) levels of the pathname.

The delivered images will be loaded into the server by copying them en masse from the contractor's delivery disks. The contractor shall assign the correct name to each image and shall place sets of images into correctly named and organized directory structures in accordance with general specifications for determining the sets of identifiers and names outlined below and in accordance with detailed naming instructions to be provided for each collection.

C.5.1 Image Filenames

Excluding the images of the Civil War maps for which specific naming requirements are specified in Section J, Attachment 6, the filename assigned to each image, the first four to seven characters, shall consist of the digital item identifier. The final character before the "." shall indicate the image category (e.g., uncompressed archival version) and the filename extension shall indicate the image file format.

For each set of images (uncompressed archival image, compressed reference image, and thumbnail image) that reproduces the same source item, the filenames shall end as follows:

u.tif - for uncompressed archival files (types 5UA, 4UA, and 3UA; see C.4.3.1)

r.jpg - for JPEG compressed reference image files (type CRI; see C.4.3.2)

t.tif - for thumbnail image files (type THM; see C.4.3.3)

For the desireable images, the eighth character and extension shall be:

v.jpg = Very high resolution compressed display image (types 5DI, 4DI, and 3DI; see C.4.3.4)

The filenames for each image in a set shall begin with the same digital item identifier. For example, the digital item identifier for one of the negatives from the state of Alabama in the HABS/HAER collection is 414634p. The image files that reproduce this item shall be named 414634pu.tif (uncompressed archival image), 414634pv.jpg (desireable compressed display image, if offered), 414634pr.jpg (compressed reference image), and 414634pt.tif (thumbnail image).

C.5.2 Image Directory Structures

The directory structure which shall be created for the storage of the image files shall be as specified for each collection. For example, for the HABS/HAER collection, the directory path, al/al0800/al0897/photos, shall contain the image files associated with the digital item identifiers 414631p through 414640p. An explanation of the elements in the pathname follows:

al	state of Alabama
al0800	range of lower-level directories (0800 through 0899)
al0897	HABS/HAER control number
photos	photo directory for Alabama 0897

C.5.3 Databases or Computerized Inventories

Naming instructions will specify whether a Library existing database shall be ungraded or a new database or computerized inventory is required. When naming instructions are provided for an existing database, new content shall be entered into the database. Section C.5.3.1 provides an illustrative example of such a database. Specific instructions will be provided for each collection.

When naming instructions require the contractor to examine marked items, the contractor shall create a new database enumerating the items and numbers assigned. In this database, the contractor shall enter the number or other mark on the original item in one field of a given data record and enter the file identifier used to name the set of image files

in another field. For some collections it may be required that these two data elements be linked to the identifier for the directory in which the images are stored.

For either an existing or newly created database, the contractor shall record notes that pertain to the production work at hand, e.g., a note about the condition or characteristics of the items being captured, or any other type of record keeping that may be useful in the production process. All information recorded in the database shall be included in the version delivered to the Library with the images.

Delivered databases shall be in a format capable of being loaded into common software, e.g., a comma-delimited ASCII file that can be loaded into Paradox or dBASE.

C.5.3.1 LOT 1- Collections With Pre-existing Databases

When the Library has a pre-existing database for the collection, it will be provided to the contractor in a format capable of being loaded into common software, e.g., a comma-delimited ASCII file that can be loaded into Paradox or dBase. Typically, the database will contain core information about the items or groups of items. The contractor shall add information to the database as images are captured, e.g., the names actually assigned to the files. As in the illustrative example below, some databases may contain single records that represent a group of item. In these cases, the contractor shall "clone" the record for each

item actually captured before entering the identifier for that item (see notes for data elements 2, 3, and 7 in the example below).

For illustration, the following outline lists the fields in the HABS/HAER database and indicates how data shall be entered.

HABS/HAER Photograph Database

Field

Field Content

1. Control number (directory identifier), e.g., AL0897

In the database to be provided to the contractor. To be used by the contractor to name the directory for the images. The control number is unique in the database.

2. HABS survey number, e.g., AL-889

In the database to be provided to the contractor. Items to be scanned shall be marked with this number. See also number data element 7 below. The survey number is unique within this field of the database, but a survey number with the same value may appear as a HAER survey number also. In this collection, there are about 25,000 HABS surveys; the database as delivered to the contractor will contain 25,000 HABS-related data records.

3. HAER survey number, e.g., MD-24

In the database to be provided to the contractor. Items to be scanned shall be marked with this number. The survey number is unique within this field of the database, but a survey number with the same value may appear as a HABS survey number also. In this collection, there are about 10,000 HAER surveys; the database as delivered to the contractor will contain 10,000 HAER-related data records.

4. Number of negatives

In the database to be provided to the contractor. This is a net quantity for all sizes; no comparison of this number against the number of images actually captured can occur until all negative sizes have been scanned. This information may not be reliable and is being provided to the contractor for general guidance only.

5. Number of 4x5-inch color transparencies

In the database to be provided to the contractor. This information may not be reliable and is being provided to the contractor for general guidance only.

6. Library of Congress shelflist number.

All negatives and transparencies are sorted in shelflist order. The shelflist code will also appear on all negative sleeves and provides further item identification confirmation. The data will be sorted on this field to match the order of capture.

7. Digital item identifier for link to the digital image filenames,
e.g., 414634p. This identifier shall be used to assign the names
to the files 414634pu.tif, 414634pr.jpg, and 414634pt.tif.

Serial numbers shall assigned to each item by the contractor and added to the database. The identifier shall be established by and entered into the database by the contractor. The contractor shall clone a new data record for each new item. The database will contain about 35,000 records (25,000 HABS and 10,000 HAER) when delivered to the contractor. The collection contains nearly 200,000 items and the final database returned to the Library shall contain nearly 200,000 individual data records, each with a unique number entered as the item-level identifier.

8. Item or photo number as written on negative or transparency
storage sleeve, e.g., "2" from the full written entry "AL-889-2"

Shall be added to the database by the contractor at time of image capture. These numbers may repeat; the data shall be entered as written.

9. Note

Field for contractor to note line negatives or other anomalies as well as to copy any written information on negative sleeves that pertains to rights or restrictions.

10. Restrictions indicator field

To be checked when restriction information is encountered.

11. Color indicator field

To be checked when color originals are scanned.

C.5.3.2 LOT 1- No Existing Database

The contractor shall refer to the physical identification number on each original item in order to determine the digital item identifier. The original items will be marked in some way with a unique number, e.g., files of negatives have numbers written on the envelopes or Civil War prints have numbers pencilled on the backs of the mounts. Instructions will be provided for the translation of the physical identification number into the digital item identifier which shall be completed at scan time. For example, for a copy negative in an envelope marked LC-USZ62-134356, the identifier will be 3c34356 and the three files to be created shall be named 3c34356u.tif, 3c34356r.jpg, and 3c34356t.tif. The rule for this

example is that the last five digits of the physical identification number shall become the basis for the identifier, with a designated prefix to be added. Instructions will also be provided for naming directories to contain the files. For the above example, the contractor shall create the directory structure, 3c30000/3c34000/3c34300.

Table of Contents for: Section C | Entire RFP

C.6.1 LOT 1 - Photographic Negatives and Transparencies (transmitted-light items)

For LOT 1, the format for the bulk of the black-and-white photographic negatives to be scanned is medium-format (4x5 and 5x7 inches) safety film. The scan groups to be provided for the HABS/HAER collection will not be completely sorted by size, see Section J, Attachment 1.2.1. Other negatives range in size from 35mm to 8 x 10 inches. A portion of the HABS/HAER collection negatives have nitrate and/or diacetate film bases. Work with nitrate based film shall be completed in accordance with the special handling rules and requirements in Section D.3, page D-1.

Some of the 35mm strips of film are stored in PrintFile storage pages; and, in some cases, the entire PrintFile enclosure shall be scanned (plastic and negatives) to create a digital image that "looks like a contact sheet." Individual frames shall also be imaged, and these images shall be made through the plastic PrintFile material.

Color transparencies and color negatives range in size from mounted 2 x 2-inch slides to 8 x 10-inch sheet films. Color film materials are typically housed in mylar jackets or sleeves within an additional paper sleeve. Color slides are often housed in 20-slide translucent plastic racks. In the racks, the slides are held in place along their edges; and the image is fully exposed to view from the top. In some cases, it may be required that the entire plastic slide rack be imaged "like a contact sheet." To accomplish this, some ambient lighting shall be applied as a supplement to the lighting from below, in order to make the identification numbers written on the slide mounts legible.

All film-based materials, such as black-and-white photonegatives and color transparencies not in mylar sleeves shall be handled with cotton gloves and resleeved into their original housings. When rehousing, the emulsion side of film items shall face the non-sealed side (the side without an adhesive seam) of the sleeve or jacket.

C.6.2 LOT 1 - Photographic Prints and Other Graphic Print Materials (Reflected-light Items)

The established workflow shall be capable of accommodating item-to-item size variation.

Collections of prints and other printed graphic materials include items with great variation in size. For LOT 1, the smallest items to be captured include baseball cards approximately

1 x 2 inches and a pictorial button approximately 1-inch in diameter. No items larger than

11 x 17 inches shall be scanned.

Items in reflected-light collections are rarely grouped by size, i.e., there will often be considerable item-to-item size variation in a given collection. For example, in the Civil War prints, a 6 x 9-inch print on an 11 x 14-inch mount may be followed by eight 2.5 x 3.5-inch prints on a single 11 x 14-inch mount, followed by an unmounted 8 x 10-inch print in a mylar housing.

C.6.2.1 Condition of Reflected-light Items

Items identified as either fragile or having non-planar surface shall not (1) be flattened against or under glass or (2) turned face down for capture. The mounts are sometimes fragile and often non-planar, i.e., curved, cupped, or warped. The latter terms refer to deviations from a flat plane: Curved means that the mount is curved on one axis (the mount presents the appearance of a rocker in cross-section); cupped means the mount is curved on two axes; and warped means that the mount bears multiple or irregular distortions. Mounted stereographs, for example, are typically curved. The mounts may also be torn, broken, or brittle.

C.6.3 LOT 1 - Handling and Scanning

The capture device(s) to be utilized shall not cause harm to the materials being scanned. Harm may be caused by such factors as excessive handling, inversion of fragile items, flattening, surface abrasion, excessive illumination, and excessive heat.

The prohibitions on flattening and inverting non-planar reflected-light original items eliminate the universal use of flatbed scanners and glass plates to flatten items. Although flatbed scanners may be acceptable for the capture of transmitted-light items (and some reflected-light items), alternatives such as digital cameras that offer sufficient depth of field to keep non-planar items in focus shall be utilized for significant portions of this project. In addition, many items will be housed in mylar sleeves and, in some case, shall not be removed for capture. Therefore, the scanning device shall be capable of capturing images through mylar.

C.6.4 LOT 2 - Original Materials

C.6.4.1 Mead/Bateson Negatives

The Mead/Bateson materials consist of 3-foot strips of 35mm film, each containing from 30-40 individual negatives. A custom setup will be required to capture the individual frames on these strips. The requirements for handling are similar to those outlined for LOT 1.

The capture device(s) shall not cause harm to the materials being scanned. Harm may be caused by such factors as excessive handling, inversion of fragile items, flattening, surface abrasion, excessive illumination, and excessive heat.

C.6.4.2 Civil War Map Fiche (Option)

The Civil War map fiche consists of 105mm color Cibachrome microfiche. The capture device(s) shall not cause harm to the materials being scanned. Harm may be caused by such factors as excessive handling, surface abrasion, excessive illumination and excessive heat.

C.6.5 LOT 2 - Handling and Scanning

C.6.5.1 Mead/Bateson Negatives

The Mead/Bateson negatives require extreme care in shipping and handling (See D.3). Shipments to and from the Library shall be made via an accepted overnight carrier, or in a vehicle with an ambient temperature of between 65 and 70 degrees F if within a reasonable distance from the Library. If the latter conveyance is used, during transportation the materials shall be under the personal surveillance and in the custody of either 1) a representative of the contractor, or 2) under the custody and personal surveillance of a courier/delivery service which has been approved by the Library. The contractor shall be responsible for all shipping costs of pickup and return of Library materials and deliverables. Original negatives and their corresponding deliverables shall be transported in separate shipment for return to the Library. The replacement cost for each negative has been determined to be $150.00 per frame.

C.6.5.2 Civil War Maps on Fiche (Optional Requirement)

The Civil War map fiche require care in shipping and handling. Shipment to and from the Library shall be made via an accepted overnight or next-day carrier that has been approved by the Library. The contractor shall be responsible for all shipping costs of pickup and return of Library materials and deliverables. The replacement cost for each fiche has been determined to be $100.00.

C.6.5.3 Contractor Facilities

While on site at the contractor's facilities, the contractor shall store all Library property in a locked vault (except during periods of actual contractual work) and secure it from theft or damage.

C.6.5.3.1 Special requirements for Mead/Bateson negatives

The Mead/Bateson negatives shall be stored in vaults that are temperature and humidity controlled; the temperature shall be 55 to 70 degrees, +/- 5 degrees within a 24-hour period and the relative humidity between 30 and 50 percent, +/- 5 percent within 24 hours. Verification that these conditions exist must be certified and submitted in writing prior to startup of production. Thereafter, on a weekly basis and within 24 hours of obtaining this reading, the contractor shall provide to the COTR a written record of the daily high and low temperature and humidity reading in the storage area(s) for that period. Should any deviation from the required conditions arise, the contractor shall immediately initiate corrective measures to ensure the safety of the negatives, and notify the COTR and/or the Contracting Officer of the situation. Scheduled deliveries of original film negatives shall be delayed until environmental conditions have been restored to the stated temperature and humidity ranges discussed in this section.

Table of Contents for: Section C | Entire RFP

C.7.1 Contract Startup and Testing

Because of the complexity of the requirements and the variation in the Library's original materials, a startup and testing phase shall be the first task to be performed under contracts for both LOT 1 and LOT 2. The startup and testing phase shall provide a time during which the contractor and NDLP staff shall work together to address and finalize a mutually agreed upon definition of particular matters related to technical requirements and to confirm this understanding through sample work. Technical elements include but are not limited to:

• tonal resolution and color rendition

• cropping and orientation

• objective measurement of target images

• accuracy of filenaming and directory structure

• safety of the contractor's scanning system

• image sharpness from edge-to-edge for curved or warped materials

C.7.2 LOT 1 - Startup and Testing Phase

The HABS/HAER collection and the baseball cards will be used as representative examples of the types of materials from which digital images shall be produced. The following

materials accompanied by instructions regarding the filenaming and directory structure to be employed will be provided to the contractor:

1. 50 4x5-inch negatives from the HABS/HAER collection.

2. 20 8x10-inch negatives from the HABS/HAER collection.

3. 20 cards from the baseball cards collection.

C.7.2.1 Actions

The LOT 1 startup and testing phase shall include the following actions:

Initial Meeting	The COTR and other NDLP and Library staff members will meet with the contractor to discuss startup and testing activities and to present the 90 sample items.
System setup	The contractor shall set up and test the system(s) to be used for Lot 1. The time allotted for this setup shall be as proposed and agreed to prior to contract award.

Weeks after completion of system setup and testing:

Week 1	The contractor shall scan the 90 items, assigning names to files and placing them in directories as specified. The images shall be placed on a CD-ROM marked in accordance with delivery specifications. For the selections from the HABS/HAER, data shall be input into an existing database furnished by the Library.
Week 2	The images and associated database shall be delivered to the Library.
Week 3	The Library will complete quality review of the image samples and database and provide a brief preliminary written response concerning acceptability to the contractor.
Week 4	The contractor project manager and other contractor designated staff shall meet with the Library COTR and other NDLP staff to discuss the samples provided and to resolve any questions that may remain.

C.7.3 LOT 2 - Startup and Testing Phase

Two (2) rolls of original Mead/Bateson negatives and one (1) roll of original Mead/Bateson interpositives (also called diapositives) will be provided to the contractor.

C.7.3.1 Actions

The LOT 2 startup and testing phase shall include the following actions:

Activity start	The Library will ship three (3) rolls of original materials and a copy of the database to the contractor.
Week 1	after receipt The contractor shall examine the three rolls and meet with the COTR and other NDLP and Library staff members to discuss the various issues to be addressed during the startup and testing activities.
System setup	The contractor shall set up and test the system(s) to be used for LOT 2 in the time proposed and agreed upon prior to award.

Weeks after completion of contractor system setup and testing

Week 1	The contractor shall scan the 3 rolls, assigning names to files and placing them in directories in accordance with the specifications. The items shall be placed on a CD-ROM disk that is marked in accordance with the delivery specifications. The contractor shall input digital item identifiers into the supplied database.
Week 2	The contractor shall ship the images and the database to the Library.
Week 3	The Library will complete a review of the image samples and database and provide a brief preliminary written response concerning acceptability to the contractor.
Week 4	The contractor's project manager and other contractor staff meet with COTR and NDLP and other Library staff members to discuss the samples provided and to resolve any questions that may remain.

C.7.4 Task Orders

The production of digital images shall be performed under task orders issued under this contract. Task orders may include one or more jobs, i.e., separate and distinct digitization activities. For example, a single task order may include two jobs: (1) the digitization of a set of negatives from one part of the Library and (2) the digitization of a set of magazine covers from another part. Each job will be all or part of a specific NDLP collection project and may consist of multiple batches (see C.3).

C.7.4.1 Technical Preparation for Individual Task Order Jobs

Each job shall treat a coherent body of material and may require a technical setup phase prior to the issuance of a task order. During this phase, the COTR and the contractor's project manager shall resolve any outstanding issues or technical matters pertaining to the effort and shall establish other requirements, including but not limited to, the period of performance, delivery dates, batch sizes for deliverables, and the details of the database for the project. In addition, the contractor may be required to prepare a database format and provide 10-20 sample digital images that display technical solutions and levels of quality for the Library's inspection. Reimbursement for the sample images and technical labor for database preparation shall be in accordance with the contract, Section B, Schedule of Pricing.

C.7.5 Contractor Quality Control Program

A quality control program in accordance with the requirements for accuracy and delivery shall be initiated, documented, and maintained throughout the life of this contract. The Library expects that the contractor shall perform quality control for 100 percent of deliverables. A specific quality control plan shall be implemented for each phase of contract performance beginning with capture of images and ultimate acceptance by the Library of all deliverables. In addition, the contractor shall be responsible for inspecting the accuracy of filenames and directories for all digital images produced under this contract. Inspection hardware and software shall be of appropriate quality, accuracy, and quantity to ensure that all requirements of this contract are met.

The contractor shall document all quality control procedures, including actions taken to correct any problems, and submit a quality control report with or as a part of the database with each delivery to the Library. This quality control report must enumerate and describe actions taken.

C.7.5.1 Contractor Quality Review: Imaging - LOT 1 and LOT 2

Contractor quality review shall include, but is not limited to, the following types of activities:

C.7.5.1.1 Image Quality

Acceptance criteria shall include but not be limited to a review of the following:

• complete item has been captured and proper cropping has been applied

• images are not skewed, blurred, indistinct, or flawed by dust or electronic artifacts or noise

• derivative images open and display properly

• images meet specifications for resolution, bit depth, level of compression, image orientation

• images of targets meet requirements for spatial and tonal resolution and do not show increase in noise

C.7.5.1.2 Other factors

Other factors related to the performance of the contract specifications shall include:

• capture and delivery of all items presented to contractor for scanning

• accuracy of filenaming, directory structure, CD-ROM volume naming

• completeness and accuracy of documentation in the form of tracking databases, file identification databases, and quality review reports

C.7.5.2 Objective Measurement - Test Targets

The Image Permanence Institute of Rochester, NY, has created test target sets for the Library of Congress; these are described in Section C.4.6.4. In order to permit the objective evaluation of the capture system as a part of the contractor's quality control program and by the Library's quality review, the contractor shall provide a scanned image of the target set appropriate to the job at hand with each delivered batch of materials.

C.7.5.3 Rework

Rework means the scanning of replacements for unacceptable digital images. For rework, the contractor shall follow all contract specifications and specific task specifications as agreed to for the original scanning and for the filename/directory structure, unless otherwise directed by the Library's COTR. (See Section C.9.6)

Table of Contents for: Section C | Entire RFP

C.8.1 Programming and Processing Activities

The capability to provide different levels of technical expertise is required. It is anticipated that additional programming or processing steps associated with scanning or database requirements may be necessary. These tasks may require different levels of technical expertise which will be specified for task orders as applicable.

In addition to the preproduction analysis, these activities will fall into two general categories:

• Preparation of the confirming samples and other matters pertaining to the setup for each job listed in a task order.

• Actions that must be taken to manipulate images or other data because of exceptional factors or circumstances encountered as the work proceeds.

The contractor shall provide needed labor to carry out these related services by supplying a technician, computer programmer, or project leader as applicable.

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C.9.1 Types of Deliverables

The work to be performed shall yield deliverables of the types listed below. These will vary slightly from collection to collection.

The general types of deliverables shall include:

• Digital image sets delivered on suitable media. Each original item shall be reproduced by a set of three or four digital images (of varying specifications) and delivered on write-once CD-ROM disks. Each batch of images shall be accompanied by an image of the appropriate test target for the batch.

• Newly created or updated databases.

• Written documentation pertaining to the shipment to include a list of the delivered CD-ROMs with a printout of the directories and files.

C.9.2 Delivery Identification

A disk name shall be assigned to each CD-ROM used to deliver images. The disk name shall be composed of the collection identifier (to be provided by the Library) and a three-digit serial number starting with 001. This disk name shall be assigned as the computer-

encoded volume name for the disk (when the disk is formatted) and also written on the disk and its container with indelible ink. For example, disk/volume names for images in the Baseball Card Collection may be bbc001, bbc002, etc. and habshaer001, habshaer002, etc. for images in the HABS/HAER Collection

C.9.3 Delivery Media

Digital images shall be delivered on write-once CD-ROM disks compatible with all ISO 9660 specifications except that the Library requires the use of lower-case letters in directory and file names, in contravention of ISO 9660. Each CD-ROM and accompanying jewel case shall be labeled with the collection name, disk (volume) name, date completed, and the indicator Library of Congress.

C.9.4 Delivery Filenames and Directories

Each CD-ROM shall contain DOS files organized in DOS directories as indicated in the general guidelines in C.4 and the collection specific guidelines as provided.

C.9.5 Main Delivery/Alpha Disks

Delivery batches of one or more write-once CD-ROMs as the digital images are completed and written to CD-ROM, shall be shipped to the Library as alpha disks, defined as the first delivery of the image sets. The alpha disks will be retained by the Library.

C.9.6 Delivery of Rework

Unacceptable (rework) images shall be delivered on rework disks. If a rework batch consists of a small number of images, delivery may be on floppy disks or a new write-once CD-ROM. Separate floppy rework disks or rework CD-ROMS shall be produced for each collection (to facilitate archiving of the disks by the Library of Congress). Each rework disk shall be named and marked in a manner similar to that used for the main delivery disks, with the letter r added as the last character in the name and the word rework written on the disk label. Rework disks shall not contain any previously accepted image files.

C.9.7 Shipment Documentation

Each shipment of digital files on CD-ROMs shall be accompanied by directory and filename lists of the contents of each CD-ROM. The filename list shall contain file sizes and the date and time of creation information for each file.

C.9.8 Return of Government Furnished Materials

All products developed under this contract shall belong to the U.S. Government, including the proprietary rights therein. (See H.1, Release, Publication, and Use of Government Furnished Materials, page H-1) The contractor shall return to the Library all original materials in good condition.

C.9.9 Replacement of Items

For some collections, the Library will be furnishing the contractor the only or the best existing copy of a unique item. If the version furnished to the contractor is lost or destroyed, and if materials exist that can be used to prepare a replacement, the contractor shall pay the cost of having the Library's Photoduplication Service (or an equivalent provider) create a new copy of the best type possible, working from the best source version available to the Library, and also the cost of making an additional duplicate that will be provided to the contractor to complete the task of producing digital images.

In other cases, the Library may already hold a copy color transparency or black-and-white negative. If so, and if the contractor loses or destroys the material originally furnished, the contractor shall pay the cost of having the Library's Photoduplication Service produce a suitable duplicate transparency or print from the copy on hand. This duplicate or print will then be furnished to the contractor for use in producing the digital image.

C.9.10 Intermediate Production Formats and Duplicate Digital Files

The contractor shall deliver to the Library any intermediate materials produced in the course of preparing the required images. This may include intermediate film copies, check prints, or other output. These intermediate materials shall be labeled in a systematic way. Documentation in the form of logs or inventory sheets shall be supplied.

Although the contractor may retain copies of the digital scanned files created as working backups, at the end of the contract period, the contractor shall erase or destroy all backup or duplicate files and materials.