SWAT _“Saving What America Treasures”_ Team Initiative by panniuniu


									                             REQUEST FOR PROPOSALS

   SWAT (“Saving What America Treasures”) Team Initiative

1. Objective

The objective of this RFP is to solicit proposals for individuals and/or organizations to
be available as SWAT (Saving What America Treasures) Teams for the American
Archive Content Inventory Project (CIP). These SWAT Teams will conduct training and
on-site content inventories at public media archives nationwide.

The CIP has identified twenty-four locations that hold public media content and require
a SWAT Team to conduct an inventory (list attached as Exhibit “A”). This will be the
first of many SWAT Team deployments. We will accept proposals to inventory records
at one location, multiple locations, or all locations.

2. Background

The television and radio archives of American public media are scattered throughout
the nation. To ensure that our audio and visual materials are safe and accessible, and to
help us set priorities for restoration, preservation, and digitization of public media’s
legacy, the Corporation for Public Broadcasting (CPB) is conducting a system-wide
inventory of public media “assets.” Comparable to a census, the CIP aims to create a
one-off, comprehensive inventory of public media assets.

The CIP manager – WGBH – is coordinating the gathering of this data into one
comprehensive database of public media assets. This database will be delivered to CPB
as the basis for the preservation and digitization of existing analog content ensuring
that public media’s legacy is preserved and made accessible for future generations.
Some organizations may not have the staff or expertise to fully participate in the
inventory initiative. Our aim is to provide support to enable organizations to submit the
most comprehensive inventory possible to the American Archive Content Inventory

Additional CIP background is available at: http://americanarchiveinventory.org/.

3. Definition: SWAT teams

SWAT teams are support teams comprised of archivists, librarians, and/or interns from
higher education programs such as library science, archiving, or history. A SWAT team
will visit organizations holding public media assets and carry out an inventory of the
collection on behalf of that organization. They will gather any existing electronic or
paper records, align them with CIP required fields, and deliver them to WGBH. Paper
records will need to be converted to the electronic CIP fields. In addition they will
                              REQUEST FOR PROPOSALS

conduct an inventory of materials not previously represented in existing records. New
records will be created solely based on the data physically attached to the objects, as
well as the physical format of the item. These new records will be aligned with the
required CIP fields and delivered to WGBH. The inventory does not require nor
recommend any actual listening or viewing of the content of the materials.

The SWAT teams will be the eyes on the ground, quickly and accurately assessing the
content within these collections, and providing support and encouragement to our
public media partners.

   •   Assets: Assets are films, tapes, or digital files that are more than one year old and
       which contain public media content. Any assets containing national
       programming that is in active distribution will not be inventoried. To date,
       inventory counts at individual locations range from 2500 assets to 400,000 assets.

4. Scope of Work

CIP SWAT Team Initiative is expected to occur over a continuous 6-month period,
commencing March 2011. Time spent at any location will be dictated by the quantity of
assets held at the location. SWAT teams will be deployed to assigned organizations that
are requesting help, or to organizations that have not yet responded to the request for
inventory funding.

SWAT teams will visit entities holding public media content throughout the United
States to:
   • consolidate all existing inventory records (paper or electronic)
   • create new records for assets that have no existing inventory record.

SWAT teams will initiate contact with stations on their assigned list to:
  • Assure there is adequate workspace for the inventory to take place.
  • Assure that station staff is willing to be available for questions and help locating
  • Schedule time to work on-site to conduct the inventory.

Once on-site, the SWAT teams will:
  • Gather, update, export and upload existing inventory records to the CIP website.
  • Create electronic records to represent content not previously inventoried within
      a collection. Using the CIP inventory form or another application, collect the
      minimum required fields.
  • Work with the CIP manager and station staff in order to successfully migrate
      existing electronic records for delivery to WGBH.
  • We estimate that individuals on professional SWAT teams can process 15 records
      per hour. However, the budget should account for any start-up and orientation
      time, and should have isolated budget calculations to consolidate existing
      inventory records from assigned locations.
                              REQUEST FOR PROPOSALS

All assets must be inventoried on-site. No asset may be removed from a host
organization’s collection without express written permission from that organization. All
assets must be handled in a careful manner to avoid damage.

5. Deliverables

• Immediately following arrival at a designated inventory site, a brief 1 page written
  report with photos must be submitted to WGBH to provide an on-location
  assessment of the collection, confirm assumptions, estimate the time needed to
  complete the inventory, and outline any issues anticipated.

• 2 written reports providing detailed steps taken and advice given will be required.
  This must include a list of locations visited, people contacted and trained, and a list
  of corresponding dates. First report due at contract midpoint, and second report due
  at the end of the contract.

• Complete electronic inventory of each organization’s archival public media content
  in compliance with the minimum requirements as set in the CIP sample inventory
  form (sample attached as Exhibit B).
      • Teams may use the Filemaker Pro or web template issued by the CIP
         manager, or software packages such as Excel, in consultation with the CIP
      • Inventory will be an accurate item level assessment including information
         pertaining to both physical and digital attributes.
      • Delivery of a copy of the electronic inventory of their assets to the host

6. Eligibility Requirements

   •   Archivists, librarians, information specialists, or others with a background in
       moving images and public media.
   •   A background in audio or moving image archiving is preferred.
   •   Teams must demonstrate ability to accurately process large numbers of assets
       within a fixed time.
   •   Teams must be available Monday to Friday, 9am to 5pm.
   •   All team members must have strong computer skills; knowledge of XML
   •   Demonstrated experience with information organizing software such as
       Filemaker Pro or Microsoft Excel and the ability to input data quickly and

Teams will be awarded a fixed sum of money to cover their assignments.
                            REQUEST FOR PROPOSALS

7. Evaluation Criteria

I.     Ability to process inventory
       • accuracy, organization, speed
       • number of assets identified

II.    Quality of team
       • experience/performance of lead archivist
       • experience/performance of support staff

III.   Availability of team
       • on-call readiness, preparation

IV.    Cost
       • reasonable budget, reflective of region/expected expenses

8. Application

The application has five required parts, and must be submitted no later than January 17,

Information should, where applicable, be specific to the 24 locations identified in the
attachment, and include the following:

I.     Narrative
       • A two-page narrative detailing expertise and suitability for the project. This
         document will identify who will be on the team, and whether students or
         volunteers will be utilized.

II.    Work Plan
       • A work plan and timeline to demonstrate ability to inventory an
         organization’s physical moving image and audio materials rapidly,
         thoroughly, and accurately.

III.   Matrix
       • Document containing matrix of expected asset-processing throughput.

IV     Resumes
       • Two-page resume for the lead member of each team.
       • One-page resume for the assistant(s) of each team.

V.     Budget specific to the inventory of one or more of the organizations outlined in
       Exhibit A.
                             REQUEST FOR PROPOSALS

Please send all applications to:

aainventory@wgbh.org with “SWAT proposal” in the subject line

For more information please contact:

Courtney Michael
Project Manager


Lindsay Whitacre
Information Specialist
                               REQUEST FOR PROPOSALS

Exhibit A: 24 Organizations needing SWAT team assistance
                                                                                 # of digital
     City           State   # of Assets   % already inventoried   # new assets      files

1    Sitka          AK      1,800         0%                      1,800          200

2    Conway         AR      10,000        75%                     2,500          0
3    Los Angeles    CA      2,591         0%                      2,591          2 TB
4    Jacksonville   FL      10,500        10%                     9,450          864 hours
5    Fort Meyers    FL      7,700         50%                     3,850          77 TB
6    Miami          FL      6,170         70%                     1,851          0
7    Des Moines     IA      6,400         0%                      6,400          0
8    Chicago        IL      1,000         0%                      1,000          30 TB
9    Indianapolis   IN      7,000         30%                     4,900          500
10   St. Paul       MN      50,000        30%                     35,000         2684
11   Duluth         MN      6,000         20%                     4,800          1200
12   Jackson        MS      44,700        20%                     35,760         19000
13   Concord        NH      21,593        75%                     5,398          1.63 TB
14   Albuquerque    NM      22,500        33%                     15,075         1000 hours

15   New York       NY      6,000         60%                     2,400          5 TB
16   New York       NY      5,228         5%                      4,967          11.5 TB
17   Philadelphia   PA      25,300        35%                     16,445         16 TB
18   Rochester      NY      14,189        25%                     10,642         14000
19   San Juan       PR      23,602        75%                     5,901          0
20   San Juan       PR      22,313        10%                     20,082         19000
21   Columbia       SC      52,806        88%                     6,337          5393
22   Knoxville      TN      1,900         5%                      1,805          1900
23   Dallas         TX      17,899        5%                      17,004         4 TB
24 Austin           TX      6,319         50%                     3,160          minimal"
   Total                    373,510                               219,116

Budget Assumptions:
• The cost to create new records for assets must fall within a range of $2-3 per asset,
  based on inventory project calculations, including all travel expenses. Every effort
  should be made to comply with this parameter.
• Budget assumptions based on teams of 2 people; a lead and an assistant. Alternate
  team proposals will be considered.
• We estimate that 1 person can process a minimum of 15 records per hour.
• Estimated travel, hotel and car rental costs must be included in the budget for the
• Essential equipment needed to inventory assets will be the responsibility of the
  SWAT team and any additional requirements (digital camera, software, scanner)
  should be identified in the budget. Processing of existing records will vary,
  depending on the organization’s holdings.
                          REQUEST FOR PROPOSALS

Exhibit B: Minimum Required Fields

See also http://americanarchiveinventory.org/project/2010/10/minimum-inventory-
requirements/ for further explanation.
                             REQUEST FOR PROPOSALS

CPB Terms
The closing date for responses to this RFP is January 17, 2011. Proposals submitted in
response to this RFP by an applicant (“Offeror”) shall be valid for at least 90 days
following the closing date of proposals.

Proposals shall be prepared simply and economically, providing a straightforward,
concise description of the Offeror's proposals to meet the requirements of this RFP.
Neither multiple nor alternate proposals will be accepted. An Offeror should give
specific attention to the clear identification of those portions of its proposal that it
considers confidential, proprietary commercial information or trade secrets.

The selected Offeror shall be responsible for all products and services required by this
RFP. Subcontractors must be identified and a complete description of their role relative
to the proposals must be included in the Offeror’s proposals.

By submitting an offer in response to this RFP, an Offeror, if selected for award, shall be
deemed to have accepted the terms of this RFP. Any exceptions to this RFP must be
clearly identified in the proposal. A proposal that takes exception to these terms may
be rejected.

As part of the RFP review process, CPB may share materials, data, other information
and analyses (collectively, “Information”) with Offerors. As a condition of receiving
such Information, Offerors responding to this RFP shall be deemed to agreed to protect,
preserve and maintain all such Information on a strictly confidential basis, and to
promptly return to CPB upon its request all tangible copies of such Information in your

CPB is not responsible for loss or damage to material submitted with or in support of
this RFP. Any submission to CPB shall become the property of CPB (not including any
intellectual property rights contained in such submission), and CPB is not required to
return any submitted materials to any Offeror. CPB is not responsible for any violation
of copyright, trademark, patent, trade secret, or other rights that may result from
disclosure made by response to this RFP.

Solicitation by CPB of proposals does not constitute an agreement by CPB to extend
funding to any party for the project under consideration. CPB may, in its sole
discretion, elect not to pursue this project in any manner.

By submitting a proposal, each Offeror grants to CPB the right to duplicate, use,
disclose, and distribute all of the materials submitted for purposes of evaluation,
review, and research. In addition, each Offeror guarantees that the Offeror has full and
complete rights to all of the information and materials included in the proposal. Each
Offeror also guarantees that all such materials are not defamatory and do not infringe
upon or violate the privacy rights, copyrights, or other proprietary rights of any third
                             REQUEST FOR PROPOSALS

Conditions of Agreement
If a proposal in response to this RFP is selected for funding, Offerors will be required to
sign a binding agreement. Until both parties have signed an agreement, no express or
implied commitment has been made to provide financial support. Offerors are not
authorized to commence work until the agreement is fully executed. If Offerors opt to
commence work, they do so at their own risk. No oral or written statement other than
the signed, written agreement will govern or modify the relationship.

As a condition of agreement, Offerors must guarantee that, among other things, any
work they undertake on behalf of CPB is not defamatory and will not violate or infringe
upon the privacy rights, copyrights, or other proprietary rights of any third party.
Offerors must also agree to indemnify CPB against any loss resulting from breach of
any of the guarantees contained in the agreement.

Those receiving funds from CPB must be able to comply with a number of requirements
that will be included in the operative agreement. These requirements include but are
not limited to:

   (1)   A demonstration of adequate financial support to complete the work for which
          they have been contracted and to deliver reports and/or other intellectual
          property created pursuant to the Agreement;

   (2)   Maintenance, for 10 years following receipt of relevant funds, of all financial
          records to the project, which records shall be accessible to CPB, and to the
          U.S. Comptroller General or other representatives for examination and audit
          purposes. (Offerors will additionally ensure that any subcontractors or
          consultants under the agreement shall also maintain such records for the
          period specified and under the same terms);

   (3)   Maintenance, for 10 years after approval of a final financial report, of a
          complete file of all subcontracts and other agreements, licenses, clearances,
          and other documents related to the work undertaken, copies of which shall be
          made available to CPB on request;

   (4)   Submission to CPB of a copy of any U.S. Comptroller General final audit report
          in connection with the project;

   (5)   Compliance with equal employment opportunity and nondiscrimination laws
          and policies;

   (6)   Offerors will be required to provide documentation as to actual costs, and
          provide supporting detail demonstrating that all costs are reasonable,
          necessary and allocable to the requirements and objectives of the work
          undertaken; and
                               REQUEST FOR PROPOSALS

   (7)   All research and materials created, developed, compiled or produced pursuant
          to or as a result of this project (including but not limited to all reports) will be
          considered ordered and commissioned by CPB as works made for hire under
          the copyright laws, and made in the course of services rendered. If, for any
          reason, the proposed research and materials to be provided are not
          considered works made for hire under the copyright laws, then the Offeror
          will be required to assign all right, title and interest in and to such research
          and materials to CPB. Offerors further agree that neither they, nor any of
          their subcontractors, will have any copyrights or other intellectual property
          rights whatsoever in any research and/or materials created, developed,
          compiled or produced by them or by any subcontractor, or by any third party
          participating in the preparation of research or materials for this project.

   (8)    The agreement will be governed by construed in accordance with the laws of
          the District of Columbia without regard to its conflict of law provisions.

Other material terms and provisions will be set forth in the documents provided to the
Offeror that successfully completes the selection process.

CPB will have complete rights to the reports created as deliverables for this project.

CPB will not be responsible for any costs incurred by an Offeror in preparing and
submitting a proposal, or in performing any other activities relative to this solicitation.

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