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judgments with regards to the proper color space for individual pages. Criteria for making these
judgments are detailed later in this document.
Volumes in these shipments will not have a production note target; therefore, the ancillary files
associated with these targets are neither expected nor required for volumes in these projects. The
AIIM scanning target and notes.txt ancillary files, as detailed later in this document, are still
required for each volume, however.
Bibliographic Identifier Project
These projects will be the second most common type of materials shipped to a preferred vendor.
Materials in these projects will be paper-based, primarily textual materials such as books and
bound volumes, pamphlets, manuscripts, archival materials, and so on. These materials may be
drawn from the University’s general library collectio
ns, special collections, archives or
museums. Any special handling instructions and requirements will be included with the project
documentation and may be discussed with vendor before shipment of the project. Projects in this
category will be clearly indicated by a packing note in each box that designates the project as a
Bibliographic Identifier (BibID) shipment. This designation will affect the file structure and
types of page images required, as detailed later in this document. Individual volumes or parts of
volumes in this category will be identified in their digitized data format by the bibliographic
identifier found on the production note target; if a vendor finds any volume in projects of this
category which does not have a production note target, the vendor must contact the Digital
Conversion Unit immediately for instructions.
BibID projects will be shipped to the vendor after preparation work is performed by the Digital
Conversion Unit. The shipping containers will include a packing list, and minimally each volume
shall also have a production note target. The preparation work shall identify specific pages
requiring color or grayscale imaging.
Volumes in these shipments will have a production note target; therefore, the ancillary files
associated with these targets are expected and required for volumes in these projects in addition
to the AIIM scanning target and the notes.txt ancillary files.
Miscellaneous projects
The University may ask preferred vendors to scan for smaller miscellaneous projects as well.
Materials in these projects will be paper-based, primarily textual materials such as books and
bound volumes, pamphlets, manuscripts, archival materials, and so on. These materials may be
drawn from the University’s general library collections, s
pecial collections or other departments
and units on campus. Any special handling instructions and requirements will be included with
the project documentation and will be discussed with vendor before shipment of the project.
These miscellaneous projects may be prepared and shipped to the vendor by a unit other than the
Digital Conversion Unit. Each project will use either MDP or BibID specifications with slight
modifications (provided by the unit ahead of time) to suit the need of each project. Vendors
should return the physical material and digitized data to the unit which prepared the shipment.
Invoices should be directed to the attention of that unit as well.
For Miscellaneous projects, where this document states ―DCU‖ or ―University Librar
ies
‖, t
he
vendor should read that as ―the appropriate person or unit responsible for the materials‖.
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II. REQUIRED DELIVERABLES FOR PROPOSALS
The following deliverables are expected from all vendors who provide a proposal in response to
this RFP. These documents
and files will provide the basis for evaluating the vendor’s proposal
.
See Appendix A for the checklists that the University will use for evaluation.
Written Proposal Document
Vendors invited to submit proposals in response to this RFP must provide a written proposal
which details that vendor’s ability to meet each of the requirements of this document. The
structure of the proposal document is left to the discretion of the vendor, but it must address
every requirement detailed in this document.
In addition, vendors submitting proposals should address their ability to meet the general
specifications outlined in this RFP, including:
· Overall technical approach; proposed methodology; demonstrated understanding of the scope
of work and the requirements.
· Vendor facilities and equipment, including detailed descriptions of the variety of equipment
available in their facility (scanning equipment, digital cameras, lighting, book cradles, etc.)
· Post-processing and quality control procedures, including software used for each process
· Previously demonstrated production experience and past performance, including a minimum
of three references from other institutions for which the vendor has performed comparable
work.
· Capability and experience of key personnel.
· Project management and corporate support capability.
Sample Digital Image Files
Vendors who submit proposals in response to this RFP must submit sample digital image files
along with their written proposal document. These sample digital image files must minimally
include one TIFF formatted image file and one JPEG 2000 formatted file. Both files must be
formatted according to the technical requirements detailed in this document, including all
metadata fields, though in the sample image files, these metadata fields may be populated with
―dummy‖ or placeholder information.
If the sample images fail to pass evaluation with the University, the University will provide a list
of errors it is able to find to the proposing vendor and grant that vendor an opportunity to fix or
repair those sample images for resubmission with the original proposal. Resubmitted sample
images which do not meet the requirements and specifications of this document may be
considered grounds for rejecting
that vendor’s proposal.
The original submission of sample image files must be received along with the proposal
document.
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Pricing Matrix for Scanning
The vendor must also produce a pricing matrix for digitization costs. This matrix must be
complete enough to allow the University to accurately and fairly estimate the costs of any
individual project for budgetary or recharge purposes. The university strongly prefers a cost-per-
image model of cost matrix, but the vendor may provide another metric if that more accurately
details the costs of a project. All cost line items which may appear on a project invoice must be
detailed in this pricing matrix, even if the costs cannot be accurately estimated (e.g. shipping
costs are highly variable but should be mentioned and addressed in the document). This pricing
matrix must be formulated and submitted to the University along with the proposal document
and sample image files..
III. GENERAL REQUIREMENTS FOR PREFERRED VENDORS
Subcontracting
All digitization will be done on the vendor’s premises. No subcontractin
g of this work will be
permitted without the prior written approval of the library.
Vendors with digitization facilities located outside North America must provide detailed
information about these facilities in their proposal, even if those facilities are part
of the vendors’
overall business operations
. Any costs not included in the vendor’s pricing matrix which will be
incurred by the University must also be detailed (e.g. shipping costs to international facilities).
Failure to disclose subcontracting, the intent to use international facilities, and/or include any
associated costs may result in
rejection of that vendor’s proposal or revocation
of Preferred
Vendor status.
Rights
The materials to be scanned, the image files, and the contents of the images remain the property
of the University of Michigan University Libraries. The materials to be scanned, the image files,
and/or the contents of the images may not be reproduced or sold without the express written
authorization of the University.
Responsibilities
The Digital Conversion Unit staff of the University Libraries are responsible for the projects
governed by this agreement and will track the flow of materials through the digitization process
from the point of shipment to the vendor and on through to payment for services.
The Digital Conversion Production Manager is the project manager for the University Libraries.
His departmental staff will carry out the pre-scanning preparation of the selected material and
post-scanning processing of the digital product.
Digitization Capabilities
Each vendor must supply a detailed description of their own digitization capabilities to the
University. This detail should include, but is not limited to, the maximum physical dimensions of
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8
individual scan image at the acceptable resolutions, make and models of scanners, color depth
capabilities of scanning equipment, number of scanning stations, and so on.
Handling
Vendor personnel shall perform all handling and scanning labor which includes: handling
original materials with care when unpacking; performing the scanning and associate record
keeping; delivering digital images and associated records to the Library; returning all volumes
associated with a single shipment at the same time, once the Library accepts the digital images,
unless otherwise agreed upon by DCU.
Some materials, both bound and unbound, may be designated by the Library as fragile and
requiring special handling. The Library will provide instructions for special handling and
scanning techniques for such materials as needed.
While most materials will be sturdy enough to be scanned without damage, it is not always
possible to predict potential damage to the original source material during the scanning process.
In the event that any damage to an original occurs during the initial capture, the scanning
technician shall cease scanning immediately
and request instructions from the Digital
Conversion Production Manager before resuming work on that original. At a minimal level,
damage is defined as: the breaking of the book spine; pages coming out of the original binding;
and/or the cracking of brittle pages to the point of losing text.
If the amount or frequency of damage to Library materials is more than the Library deems
appropriate, the University will require the vendor to revise their handling and scanning
procedures. If the vendor cannot resolve the matter to the University’s
satisfaction, the project
will be reassigned to another vendor. Excessive damage to rare materials and special collections
mat
erials will be assessed at the vendor’s expense.
See Appendix B for details.
Note: Materials that have been disbound by the Library prior to shipment are exempt from this.
Costs
Each vendor must supply a pricing matrix to the University that provides enough detail so as to
allow the University to accurately estimate project costs within 5% of invoice total. This matrix
may be structured according to vendor preferences but must include and detail per image costs
according to any document size thresholds, any per image cost differences among bitonal,
grayscale, and color capture, and any per image costs for image post-processing.
Vendors must also provide a detailed list of ancillary costs that projects will incur which are
unpredictable, such as: shipping costs for return of materials; shipping costs for data delivery;
media costs for burned optical discs; etc.
Vendors are also strongly encouraged to provide any additional cost information for rush
services, if the vendors provide such service. The University would need to know details about
any targeted or guaranteed turnaround times, additional costs information, and methods for
designating a shipment as a rush shipment.
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Communication
Digitization vendors are invited to bring up questions, concerns, technical difficulties, etc. on an
ongoing basis through the course of providing digitization services to the University. In order to
facilitate efficient exchange of information, the University encourages each vendor to designate a
contact person for communication with the University regarding these digitization projects.
Progress Reports
The University of Michigan requires regular progress reports on the status of projects. These
progress reports must include the university shipment number, the date of shipment receipt by
the vendor, and an estimated percentage complete. A projected date for completion is highly
encouraged. The University prefers to receive such reports via email.
Invoicing
The vendor shall provide a detailed invoice for the digitization charges within ten (10) business
days of shipping the digital product
to the University. Each vendor’s invoice must
reference the
following:
•
University of Michigan Purchase Order Number
•
Digital Conversion Unit shipment number
•
Total number of images, itemized according to type (e.g. bitonal, grayscale, and color
itemized separately)
•
Cost per image rate
•
Volume names and item contents for media delivered (regardless of delivery option)
•
Any other itemized charges (cost per media, shipping costs, transportation, etc.)
•
Total charge for the shipment
Unless specified ahead of time (particularly with miscellaneous projects), all invoices shall be
sent to Larry Wentzel, Digital Conversion Production Manager. Electronic submission of
invoices to lwentzel@umich.edu
is strongly preferred; however, if paper invoices are the only
possibility for a vendor, they must be mailed to the following address within the same required
timeframe:
Larry Wentzel
University of Michigan
Digital Conversion Unit
3208 Buhr Bldg.
837 Greene Street
Ann Arbor, MI 48104-3213
USA
Due to the nature of the University financial system, vendors will receive payment of each
invoice within two months/60 days of the Senior Finance Specialist receiving the
vendor’s
invoice. The University will not approve service charges for unpaid account balances of less
than 60 days.
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IV. TECHNICAL REQUIREMENTS FOR DIGITIZATION PRODUCT
The following criteria represent the digital imaging requirements for the vendor digitization
product of projects governed by this document.
File Directory Structure Requirements
The file directory structure requirements for the digitization product depends significantly on
what designation has been given to an individual project. The differences are detailed in the
following sections:
Michigan Digitization Projects (MDP)
Projects of this category and designation require a very flat file structure. The top level of
directories consists of directories named for the 7-digit shipment number. The second level
directories will each be named after the 14-digit barcode of individual physical volumes. Each
physical volume gets its own directory named for the volume barcode and all page images from
outside front cover to outside back cover are contained therein with ancillary target image files
as applicable. The bitonal image files must be named with an eight character file name followed
by a three letter file extension. The files start at 00000001.tif and continue sequentially from the
outside front cover to the outside back cover.
This directory structure and its requirements are further detailed in Appendix C.
Bibliographic Identifier Projects (BibID)
Projects of this category and designation require a hierarchical file directory structure. The top
level of directories consists of directories named for the bibliographic identifier for individual
titles. Under these BibID directories will appear one or more subdirectories, named by four digit
numbers, for the volume number or year of a multivolume set if applicable. Under these volume
directories will appear one or more subdirectories, named by three digit numbers, for the issue
number or part of a multivolume set if applicable. The production note target will detail each of
these levels in the hierarchy, making the naming and organization of each of these levels of the
file structure hierarchy clear. Each shipment will have its own directory hierarchy, with a second
level directory for each item named using the bibliographic identifier, a third level volume
directory, and one or more fourth level issue/part directories. Every page, from outside front
cover to outside back cover, should have a corresponding bitonal image file contained within the
fourth level subdirectory (named with the three digit number); multivolume or multipart
bibliographic volumes may be contained within subdirectories under the same third level
directory.
Any continuous tone image files (grayscale and color) must be stored in an additional fifth level
subdirectory named
―pages‖
(lowercase only). The
contone image files in this ―pages‖ directory
must be named with an eight character file name which is identical to its corresponding bitonal
image in the directory above. The initial zero of the bitonal filename should also be changed to a
lower case letter ―p‖
for the contone image file name. For example, if the 212
th
page image in a
single volume work has a color photograph, there will be two image files for it: a bitonal image
named ―00000256.tif‖ in the directory ―
<bibid>
/0001/001/‖
and a color contone image named
―p0000256.
jp2
‖ in the directory ―
<bibid>
/0001/001/pages/‖ as well.
This directory structure and its requirements are further detailed in Appendix D.
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