Mustertext für Call for tender · The Academy Color Encoding System (ACES) is a color image encoding system proposed by the Academy of Motion Picture Arts and Sciences (AMPAS) that

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2nd Call for Tender

for a Project Team Leader, Project Experts and for a Software Development Team for the preservation of digital cinema

Launch: 2018-02-21 Deadline for tenders: 2018-04-03 I Introduction I.1 General The following projects require the definition of a complete set of standards and a methodology to package different documents into one archive information package, including methods to ensure the data quality and integrity and are subject to this call for tender:

1. Published European Standard (stage 60.60) regarding the definition of an archive framework for long-term archiving of digital film content. The standard will identify necessary interoperability and compliance test procedures to achieve interoperability between archives.

2. Published CEN Technical Report (stage 60.60) specifying guidelines on how to use the referenced standards within the archive framework and in which way the data integrity and quality for the digital data shall be ensured.

3. As third element an open source reference software shall be developed. Especially for the long-term archiving aspect it is essential that room for interpretation is narrowed down to a minimum.

As DIN does not have the necessary expertise, the involvement of subcontractors for fulfilling the respective work packages is necessary. For the projects, a project team leader, 4 project team experts and one software development team will be contracted. A first Call for Tender for all tasks was launched on 2017-10-26 with the deadline 2017-12-01. As during this Call for tender no application fulfilling the requirements given in the first call for tender were received, this second Call for Tender is launched. I.2 Context This proposal addresses the topic of preservation of digital cinema as included in the 2017 Rolling Plan on ICT Standardisation. The European Committee for Standardization (CEN) is a business facilitator in Europe, removing trade barriers for European industry and consumers. Its mission is to foster the European economy in global trading, the welfare of European citizens and the environment. Through its services it provides a platform for the development of European Standards and other technical specifications. It consists of the 34 national standardization bodies, covering inter alia the European Economic Area, which work together to develop voluntary European Standards (ENs), together with the CEN-CENELEC Management Centre (CCMC). The audio-visual character of a film is particularly suitable to give an understanding of the spirit of the time. Film archives preserve analogue and digital film and hence the cultural heritage of society. For more than 100 years film was produced by photochemical methods (analogue film), while nowadays film productions and distributions are completely digital. The high dynamic of the digital age goes along with structural changes and constantly changing formats. As the 2017 Rolling Plan on ICT Standardisation says, very few European Member States are implementing digital workflows to preserve digital or digitized cinema content and currently there is a

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huge diversity in digital film standards and formats. For preservation purposes however, a specific organization of data elements has proved itself. ISO 14721:2012 defines the reference model for such an organization, called open archival information system (OAIS). An OAIS is a way of organizing data, where people have agreed to manage archive elements in a specific way to preserve information and make it available for a designated community. It provides among other things a framework for the understanding and increased awareness of archival concepts needed for long-term digital information preservation and access and guides the identification and production of OAIS-related standards. The Society of Motion Picture & Television Engineers (SMPTE) maintains a multitude of standards for film gauges from 8mm to 70mm, covering all these parameters plus many others such as edge coding, analogue and digital sound. SMPTE standards also cover processing and storage, cinema sound, and a plethora of other areas needed to ensure interoperability in a complex, global industry. SMPTE Digital Cinema standards — from those for higher frame rate capture and production, with high-performance, fast compression, and pristine projection, to others supporting efficient, interoperable workflows, better security, and a consistent and engaging movie-going experience — ushered in the era of digital cinema. Until now, there is no common archive and long-term preservation format for digital born and digitized movies. In the digital cinema environment however, some formats for distribution to theatres and for data exchange between post-houses were defined. The Digital Cinema Package (DCP) resulted when the Digital Cinema Initative came together in 2005 to appoint a format for digital cinema movies. The DCP is the distribution format for digital cinema movies based on MXF, JPEG2000 and XML and contains encryption and certification of playback devices. The Digital Cinema Distribution Master (DCDM) is a set of uncompressed and unencrypted files that represent moving image content as a master format for generating DCPs. The format is defined by SMPTE under SMPTE 428-x standards. The Interoperable Master Format (IMF) is a file-based solution for saving high-quality image and sound data, as well as subtitles, in a common format. Referred to as Interoperable Master Package or IMP, this format is suitable for the exchange of film material independent of manufacturer and/or equipment. IMF Mezzanine is a new upcoming file format for high quality images and audio derived from film scans. It can be used also as an archive format, as it is only slightly or lossless compressed. It is proposed by CST, Fraunhofer IIS and others in SMPTE. The Academy Color Encoding System (ACES) is a color image encoding system proposed by the Academy of Motion Picture Arts and Sciences (AMPAS) that will allow a fully encompassing color accurate workflow. It is targeting future postproduction workflows. For digitized material the data conversion is too time and workload-consuming. The Advanced Media Workflow Association (AMWA) is launching a new application specification, AS-07: MXF Archiving & Preservation, driven by the Library of Congress. It is a vendor neutral sub-set of MXF for long-term archiving and preservation of moving image essence and associated materials including audio, still images, captions and metadata. However, in its full embodiment it is using MXF flavours OP2 and OP3, where everything is embedded in one file, which makes the interoperability a big hurdle. Other European initiatives start to digitize analogue film already without having a clear format for the long-term preservation. For a reliable availability of the European film heritage it is necessary that these intermediate files have to be converted to a long-term preservation format. In Sweden the Swedish Film Institute released their Archival Policy. From 2014 to 2018 Sweden wants to digitize approximately 500 films. Great Britain calls their British Film Institute Strategy “Film Forever”. More than 800 million pounds is to be spent on Film Forever, which aside from the digitization project, includes investments in filmmaking, improving film education as well as growing audiences and overall excitement about film culture.

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France has announced a big digitization initiative, called “Le Grand Emprunt”, where the Centre national du cinéma et de l’image animée (CNC) intends to spend 400 million euros for the digitization of film and 125 million euros for CDC. In the EDCINE project (Enhanced Digital Cinema) several European groups worked together to develop a concept for digital film archives while allowing access to the data. The digital system architecture shows the so called Master Archive Package (MAP). This format can store the digital images in a high quality format that is appropriate to the quality of the analogue content. To guarantee an easy access to the data an Intermediate Archive Package (IAP) will be generated. The bottleneck here is the incomplete definition of the formats on MXF and higher data structure level for Archive Information Packages (AIPs). Within projects for the European Film Gateway EFG standardization activities were executed on Metadata Standards for Cinematographic Works. This resulted in new standards and guidelines at CEN, known as EN 15744, EN 15907 and TS 16371. These standards are well adopted by European archives and shall be part of a future Archive Information Package. Important elements in these metadata are also identifiers for audio-visual content. Identifiers can be ISAN (International Standard Audiovisual Number) or EIDR (Entertainment Identifier Registry). This is in accordance with the recommendations given in the “COMMUNICATION FROM THE COMMISSION TO THE EUROPEAN PARLIAMENT, THE COUNCIL, THE EUROPEAN ECONOMIC AND SOCIAL COMMITTEE AND THE COMMITTEE OF THE REGIONS on “Promoting a fair, efficient and competitive European copyright-based economy in the Digital Single Market”. Also the FIAF (Federation of Film Archives) is quite active in finding a standardized digital film format and released their recommendations on the deposit and acquisition of D-Cinema elements for long term preservation and access as well as recommendations on the Principles of Digital Archiving. Bearing in mind this background, there is a need to develop a standard and guidelines for digital film archives in order to ensure long term archiving, interoperability and accessibility of the cultural heritage. One of the most important objectives is long-term preservation and accessibility. This requires special measurements and procedures to ensure data integrity, data quality and format understanding. This proposal addresses the actions identified in the 2017 Rolling Plan in relation to the preservation of digital cinema:

• ACTION 1: adopt a European standard and the related guidelines on preservation of digital films, based on existing standardisation activities at national and international level.

• ACTION 2: promote awareness of and the implementation of the European standard among relevant stakeholders (e.g. European film heritage institutions).

The dissemination results could be shown at the AMIA conference (Association of Moving Image Archivists) and in technical magazines. Additionally, workshops could be held for the film heritage institutions. Many standards were already defined in the past. Some of them are too generic and need to be constrained for a useful operation like the MXF format. Some of them are only defined on a sublevel (like profiles for compression), but not as a complete movie format. Others may need an extension (like the metadata standards) to cover all needs for an archiving framework. Existing standards useable for the overall framework are: the JPEG2000 profiles ISO/IEC 15444-1 ‘Information technology -- JPEG 2000 image coding system: Core coding system’, the DCP and IMF formats defined in SMPTE ST428-x, ST429-x, ST2067-x or the metadata standards defined in EN15744 ‘Film identification - Minimum set of metadata for cinematographic works’, EN 15907 ‘Film identification - Enhancing interoperability of metadata - Element sets and structures’ and CEN/TS 16371 ‘Guidelines for implementors of EN 15744 and EN 15907‘.

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II Objectives The execution of the Grant requires to draft one European standard, one Technical Report and to develop an open source reference software. The development of the following documents and deliverables are subject to this call for tender:

• Published European Standard (stage 60.60) regarding the definition of an archive framework for long-term archiving of digital film content, which can be used by European film archives to store and manage film content. It shall describe an archive information package (AIP) with different elements. Such elements will be PDF-Files for documents, DCPs or IMPS for movies, XML files for packaging lists or subtitles, folder structures for different language versions and so on. In addition, methods shall be integrated into the AIP definition and format to ensure data integrity and quality by calculating hash and fingerprinting values. The standard shall identify necessary interoperability and compliance test procedures to achieve interoperability between archives.

• Published CEN Technical Report (stage 60.60) specifying guidelines on how to use the referenced standards within the archive framework and in which way the data integrity and quality for the digital data shall be ensured, and it shall describe an example of how to generate and organize the AIP

• an open source reference software to prove the interoperability, to guarantee long-term stability and access and secondly to give commercial providers the chance for correct implementations. Hereby the clarity and comprehensibleness are the main focus, not the performance. It shall allow users an easy implementation of the AIP and ensure that commercial software vendors will implement the AIP in the correct way. The reference software shall designed for understanding the principles of the AIP and the one-to-one correspondence of defined structures with the descriptive text. It does not need to be optimized for performance, but shall allow already a use and implementation of the AIP.

III Execution III.1 General The execution of the Grant will be divided into several projects. For the two standardization projects and the reference software a project team leader, project experts and a software development team will be appointed for the technical work. DIN, the German standards body, holds the secretariat of the CEN/TC 457 ‘Preservation of digital cinema movies’ and will carry out the procedural work and sign the contracts with the selected subcontractors following the approval of the selection by EC. The official start date for this Grant agreement is January 2018. It is expected that due to the necessary second Call for Tenders the initial time schedule will be subject to changes. The final time shift depends on the outcome of the second Call for Tender and the time needed for the selection procedure. The start of the work of the corresponding tasks will be deferred accordingly. This project is aiming to find a data structure and a set of file formats for long term archiving of digital movies. The data structure is organized as archive information package (AIP) according to the OAIS standard and shall ensure data integrity and quality. The objectives of this project are to accomplish a common European understanding and handling of digital film archiving. Furthermore, the selection of the right format will be crucial. To obtain the interoperability and integrity of the data is also an important goal. The tasks in the project are oriented towards identifying and combining different individual standards or existing pre-work for the definition of a complete archive framework usable for long-term archiving of digital movies. The goal within this project is to define a complete set of standards and a methodology to package different documents into one Archive Information Package, including methods to ensure the data quality and integrity. The results shall end in deliverables for a standardized archive framework, which can be used by European film archives to store and manage film content derived from film scans in the archive itself or

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from deliverables coming from legal deposit obligations. Here also digital born movies have to be considered. The results shall be an appropriate tool to:

1. Identify suitable formats for long-term archiving 2. define a folder and data structure for the repository of digital movies 3. recommend an archive information package for digital movies according to the OAIS (Open

Archival Information System) methodology defined in ISO 14721:2012 4. guide the management and storage of film assets in an interchangeable way 5. propose changes for existing file format or metadata standards 6. list normative references and formats within the archive information package 7. ensure the data integrity and quality of stored assets

There is a need to develop a standard and guidelines for digital film archives in order to ensure long term archiving, interoperability and accessibility of the cultural heritage. One of the most important objectives is long-term preservation and accessibility. This requires special measurements and procedures to ensure data integrity, data quality and format understanding. The main deliverable of this project will be a European Standard for a standardized archive framework, which can be used by European film archives to store and manage film content. It is planned that it describes an archive information package (AIP) with different elements. Such elements will be PDF-Files for documents, DCPs or IMPs for movies, XML- files for packaging-lists or subtitles, folder structures for different language versions and so on. In addition, methods will be integrated into the AIP definition and format to ensure data integrity and quality by calculating hash- and fingerprinting-values. To allow an easy implementation of this AIP, a Technical Report as a second deliverable will be generated, which acts as a guideline to the standard. It will describe an example of how to generate and organize the AIP. The impact of the standard and Technical Report for long term archiving of digital movies will not be only interoperability and continuity for the European archives in the digital age, it will also offer a solution for the preservation of digitized European cultural film heritage. It provides instructions and procedures for storing and preserving of digital movies in a structured and interoperable way and allows a unified architecture amongst European archives. A third deliverable will be the reference software to prove the interoperability, to guarantee long-term stability and access and secondly to give commercial providers the chance for correct implementations. The software shall allow users an easy implementation of the AIP and ensure that commercial software vendors will implement the AIP in the correct way. The reference software shall be understanding the principles of the AIP and the one-to-one correspondence of defined structures with the descriptive text. It is not optimized for performance, but allows already a use and implementation of the AIP. At the end of the project a specific version shall be defined as reference software for the standard and shall be made available on the CEN Website. III.2 General tasks of the project team experts The project team experts shall complete the related tasks as described in Annex B. Further they shall regularly report to the project team leader on the current status of their work and consult him for guidance (if required). III.3 General tasks of the project team leader The project team leader will have an important role for the execution of the project. ln order to ensure the continuity of the work and timely delivery of the European standard, Technical Report and the reference software, it is essential that one contract partner is involved in all stages of the project. An important task of the project team leader is to overview the activities of the different subcontractors (project team experts and the software development team) and to coordinate the work to ensure timely progress and to support DIN in the preparation of the final report for this Grant.

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More detailed information on the tasks related to the respective projects is given in the Annex B. III.3 General tasks of the software development team One important task is to deliver a reference software. Each standard offers room for interpretation. Especially for the long-term archiving aspect it is essential that any kind of interpretation is narrowed down to a minimum. For this reason an open source reference software shall be developed. The software shall not implement existing standards like DCP or IMF, but shall deliver code and tools to bundle the different archive items (like PDF, like DCP, IMF) into one Archive information package. The integration of hash and fingerprinting methods and algorithms to ensure data integrity and quality is essential. More detailed information on the tasks related to the respective projects is given in the Annex B. III.4 Time frame The initially planned time frames for the different tasks are given in Figure 1 and Figure 2 (see also III.1).

Figure 1 — Time schedule for the activities concerning the work of the project team

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Mile-stone

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M1 1 Establish Developer

Team

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implemen-tation of archive

framework

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4 Archive Element

verification

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6 XML Support Software for packaging list, Hash Code, XSD

Schema7 Bundling AIP Software for AIP

Bundling and Unbundling

8 Test 9 Software

GuideDescription of Software

10 Open Source Platform

Support of Open Source Platform

Figure 2 — Time schedule for the activities concerning the work of the software development

team The published European Standard (stage 60.60) regarding the definition of an archive framework for long-term archiving of digital film content and the published CEN Technical Report (stage 60.60) specifying guidelines on how to use the referenced standards within the archive framework and in which way the data integrity and quality for the digital data shall be ensured shall be finalized within 49 months from the start date of the contract with the EC. The reference software shall be finalised within 34 months from the start date of the contract with the EC. The project team leader, the project experts and the software development team shall respect the deadlines of the deliverables. If deadlines are not kept, EC is entitled to withhold payment. IV Financial support The European Commission and EFTA plan to provide financial support to the development of the reference software and the standardization work. The financial support from the European Commission and EFTA is based on the Framework Partnership Agreement (FPA) 2014. Unless specified otherwise, and on condition of approval by EC and EFTA, costs of external subcontractors such as laboratories are generally funded at 100%, with approx. 95% being borne by EC and 5% by EFTA. Costs have to qualify as eligible as defined in FPA 2014, be justified and accepted by EC/EFTA. The payment is usually divided into several instalments after completion of defined milestones and approval of the interim/final reports and the justification of costs. The subcontractors shall fulfil the conditions of the FPA 2014, including those relating to liability, ownership of results, confidentiality, conflict of interests, publicity, evaluation, assignment, checks and audits. The project leader’s, project team expert’s and software development team's costs shall be justified with copies of the relevant invoices. All relevant evidence shall be kept in view of future payments (reports, work, drafts and deliverables, contracts & invoices, time sheets, tickets, boarding cards, hotel invoices, attendance lists with signatures, meeting agendas & reports, invoices for any consumables, purchase orders etc…). All work under the service contract to be done is based on a pre-financing basis by the applicant. Payments shall be made in accordance with clause 4 of the draft service contracts, which can be found attached for the project team leader, project experts and for the software development team.

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Costs related to intellectual property protection and publications are not eligible for reimbursement under this project. Costs incurred before the selection procedure is finalized will not be covered by financial support. Funding from the European Commission has been requested in order to carry out this project. V Selection criteria V.1 Selection criteria for the project team leader (see B.1) The applicants shall comply with the following requirements:

i. Financial and economic capacity to execute the project Sufficient economic and financial capacity to guarantee continuous and satisfactory

performance throughout the envisaged lifetime of the contract. Sufficient financial capacity in relation to the pre-financing foreseen under the

contract. Furthermore, the selection of the project team leader will be made on the basis of the following criteria:

ii. industrial and academic background of the relevant personnel involved (10 %) iii. years of experience in national and international standardization in the field of Digital Movies

and Digital Cinematography (15 %) iv. experience in the management of national, European or international standardization

committees (10 %) v. experience with writing and/or the implementation of standards (15 %) vi. intimate knowledge of work of ISO/TC 36, ISO/IEC JTC 1/SC 29/WG 1 and SMPTE, allowing

easy liaison communication with these bodies (10 %) vii. knowledge of file formats and standards for digital movies (10 %) viii. experience in implementations of file formats for digital archives (15 %) ix. experience with comparable projects (15 %)

Tenders scoring less than 70 % of the overall total points or less than 50 % of the points awarded for a single criterion will be excluded from the remaining assessment procedure.

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V.2 Selection criteria for project team expert 2 (see B.2) The applicants shall comply with the following requirements:



contract. Furthermore, the selection of the project team expert 2 (editor) will be made on the basis of the following criteria:

ii. industrial and academic background of the relevant personnel involved (18 %) iii. years of experience in European or international standardisation (23 %) iv. expertise in drafting European or international standards and shaping the deliverables into the

form of standardisation bodies (23 %) v. knowledge of file formats and standards for digital movies (18 %) vi. knowledge of data compression formats (18 %)

Tenders scoring less than 70 % of the overall total points or less than 50 % of the points awarded for a single criterion will be excluded from the remaining assessment procedure. V.3 Selection criteria for project team expert 3 (see B.3) The applicants shall comply with the following requirements:



contract. Furthermore, the selection of the project team expert 3 (TechGuru) will be made on the basis of the following criteria:

ii. industrial and academic background of digital film production and archiving of the relevant

personnel involved (15 %) iii. expertise in the requirements of digital film production and archiving (15 %) iv. expertise in the workflow for digitizing and post processing film material (15 %) v. member of technical working groups in standardization (10 %) vi. expertise in interoperability tests (15 %) vii. experience with comparable projects (15 %) viii. knowledge of European and international standards in the field Digital Movies and Digital

Cinematography (15 %) Tenders scoring less than 70 % of the overall total points or less than 50 % of the points awarded for a single criterion will be excluded from the remaining assessment procedure.

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V.4 Selection criteria for project team expert 4 (see B.4) The applicants shall comply with the following requirements:

i. financial and economic capacity to execute the project Sufficient economic and financial capacity to guarantee continuous and satisfactory


contract. ii. head of technical group or head of department or member of management board of film

archive organisations.

Furthermore, the selection of the project team expert 4 (film archive liaison officer) will be made on the basis of the following criteria:

iii. industrial and academic background of the relevant personnel involved (25 %) iv. expertise in the requirements of digital film archives (25 %) v. knowledge of workflows and operations in film archives (25 %) vi. knowledge in management of film archive organisations (25 %)

Tenders scoring less than 70 % of the overall total points or less than 50 % of the points awarded for a single criterion will be excluded from the remaining assessment procedure. V.5 Selection criteria for project team expert 5 (see B.5) The applicants shall comply with the following requirements:



contract. ii. employee of a film archive

Furthermore, the selection of the project team expert 5 (film archive representive) will be made on the basis of the following criteria:

iii. industrial and academic background of the relevant personnel involved (30 %) iv. expertise in the requirements of digital film archives (30 %) v. knowledge of workflows and operations in film archives (30 %) vi. knowledge of specific requirements related to legal deposit obligations (10 %)

Tenders scoring less than 70 % of the overall total points or less than 50 % of the points awarded for a single criterion will be excluded from the remaining assessment procedure.

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V.6 Selection criteria for software development team (see B.6) The applicants shall comply with the following requirements:



contract. Furthermore, the selection of the software development team will be made on the basis of the following criteria:

ii. industrial and academic background of the relevant personnel involved (15 %) iii. Knowledge on standards and formats (10 %) i. e.

knowledge of data compression formats knowledge/experience with file formats and standards for digital movies and their

implementation knowledge of European and international standards in the field Photography and

Cinematography iv. Know-How in software engineering (25 %) i.e

good knowledge of actual software engineering methods, preferably in C/C++ knowledge and Expertise in work with platforms for software development infrastructure for software development and testing knowledge and Expertise in development of user interfaces knowledge and Expertise of software tools to build an AIP

v. Know-How in development of postproduction software (15 %) i.e. experience with post-production and archive/Preservation tools and systems experience with implementations of plugins for postproduction tools for

understanding the needs of commercial software vendors experience with implementations of DCP/IMF packaging

vi. Knowledge in archive workflows and software (20 %) i.e. knowledge and expertise of work and operations in film archives knowledge and expertise of software for identifying and verifying archive elements experience with implementations and browsing of XML files experience with implementations of hash/fingerprinting code

vii. knowledge of specific requirements related to legal deposit obligations (5 %) viii. experience with comparable projects (10 %)

Tenders scoring less than 70 % of the overall total points or less than 50 % of the points awarded for a single criterion will be excluded from the remaining assessment procedure. VI Award criteria VI.1 Award criteria for the project team leader (see B.1) The selection of the project team leader will be made on the basis of the following criteria:

• Quality of the proposed methodology (50 %) • Organization of the work and allocation of resources (30 %) • Quality control measures (15 %) • Ability to submit agreed deliverables at specified dates and detailed cost estimations (5 %)

Tenders scoring less than 70 % of the overall total points or less than 50 % of the points awarded for a single criterion will be excluded from the remaining assessment procedure. The contract will be awarded to the tender which is the most cost-effective (offers the best value for money) on the basis of the ratio between the total points scored and the price.

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VI.2 Award criteria for project team expert 2 (see B.2) The selection of the project team expert 2 will be made on the basis of the following criteria:


Tenders scoring less than 70 % of the overall total points or less than 50 % of the points awarded for a single criterion will be excluded from the remaining assessment procedure. The contract will be awarded to the tender which is the most cost-effective (offers the best value for money) on the basis of the ratio between the total points scored and the price. VI.3 Award criteria for project team expert 3 (see B.3) The selection of the project team expert 3 will be made on the basis of the following criteria:






Tenders scoring less than 70 % of the overall total points or less than 50 % of the points awarded for a single criterion will be excluded from the remaining assessment procedure. The contract will be awarded to the tender which is the most cost-effective (offers the best value for money) on the basis of the ratio between the total points scored and the price.

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VI.6 Award criteria for software development team (see B.6) The selection of the software development team will be made on the basis of the following criteria:


Tenders scoring less than 70 % of the overall total points or less than 50 % of the points awarded for a single criterion will be excluded from the remaining assessment procedure. The contract will be awarded to the tender which is the most cost-effective (offers the best value for money) on the basis of the ratio between the total points scored and the price. VII Eligibility criteria The following candidates will be excluded:

• Candidates who were the subject of a non-likely judgment of recourse for a professional infringement

• Candidates who are in an irregular tax situation or in an irregular special taxation situation • Candidates who provide incomplete or erroneous information.

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VIII Tenders VIII.1 Form of the tender Tenders shall be sent by postal mail to the secretary of CEN/TC 457 "Preservation of digital cinema movies" Mr Michael Bahr, as soon as possible, to be received at the latest by 2018-04-03 (offer period). Tenderers must place each bid for each role inside a sealed envelope clearly marked CONFIDENTIAL, placing the sealed envelope(s) in an envelope which is posted to the address indicated. Late delivery will lead to the non-admissibility of the tender and its exclusion from the award procedure for this contract. Offers sent by email or by fax will also be non-admissible. Envelopes found open at the opening session will also lead to non-admissibility of the tender. Tenders must be signed by the tenderer or his duly authorised representative. Submission of a tender implies acceptance of the terms and conditions set out in this call for tender and its annexes. It is binding on the tenderer to whom the contract is awarded for the duration of the contract. VIII.2 Content of the tender The tender shall be in English and contain:

• Contact details of the expert (name, position, phone, email) • Information about the organisation/s for which the expert is working (name, website, contact

person, phone, email) • Curriculum Vitae of each relevant person participating in the project, demonstrating the

necessary expertise • A time schedule and a description of the execution of the tasks relevant for the corresponding

position which will be carried out in the project • A table in the format given in Annex A with detailed information on the costs of e.g method

development, software development, travel expenses etc. • Appropriate documentation to prove the economic and financial capacities • Overview of qualification required in the above Clauses on Selection and Award criteria

including short description of the evidence of the required skills and expertise for the role you are applying for

• A signed declaration of veracity conforming to Annex C, by which the candidate(s) certify not to be subject to one of the exclusion criteria as described in Clause “Eligibility criteria” and the veracity of the adjoining documents

• A declaration of complete documentation containing all information about the documents necessary to be submitted with a tender in the format given in Annex D

Candidates shall indicate the role (project team leader; project expert; software development team) they apply for and give a reference to the corresponding position B.x. Candidates may apply for more than one role, however, one candidate will not be chosen for more than one role, i.e. the project team leader, project team expert and the software development team, in the same project. In case of multiple applications, candidates shall state their priorities. Variants are not allowed. Please note that, to grant equal treatment of all tenders, it is not possible to modify offers after their submission in relation to the technical and financial proposals. As a consequence, incompleteness in this section can only result in negative impact for the evaluation of award criteria. Please note also, that proposals deviating from the technical specifications may be rejected for non-conformity. For each application all bidding/application documents required shall be submitted in a separate sealed envelope clearly marked CONFIDENTIAL.

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Tenders can only be submitted by legal persons, i.e. to be considered, any possible association has to be formalized according to the local legislation before submitting the tender. Working teams, partnerships and other groups of people, particularly under the aegis of an institute qualify as contractors for the service contracts awarded in the course of this Call for Tender. Partnerships or joint ventures and other legally binding co-operations regardless of their organizational form qualify as well, provided they are recognized entities under the applicable national laws. Potential candidates may come from the public sector as well as from the private industry. It is essential however that the qualifications and experience of the individual fulfilling the tasks are properly described. VIII.3 Period of validity of the tender The offer must remain valid for a period of 6 months following the final date for submitting tenders (tender validity period). VIII.4 Contact between the contracting authority and the tenderer Contacts between the contracting authority and tenderers are prohibited throughout the procedure save in exceptional circumstances and under the following conditions only: - Before the final date for submission of tenders:

At the request of the tenderer, the contracting authority may provide additional information solely for the purpose of clarifying the nature of the contract.

The contracting authority may, on its own initiative, inform interested parties of any error, inaccuracy, omission or other clerical error in the text of the call for tenders.

- After opening for tenders: If clarification is requested or if obvious clerical errors in the tender need to be corrected,

the contracting authority may contact the tenderer provided the terms of the tender are not modified as a result.

The requests for additional information may be made to the address below by email: Secretary of CEN/TC 457, Mr Michael Bahr (e-mail: [email protected]). If due to requests or other reasons supplementary information to this call for tender is required, this will be published on the website of the committee DIN Standards Committee Entertainment Technology, Photography and Cinematography (NVBF) (http://www.din.de/go/nvbf). VIII.5 Assessment and award of contract The selection and appointment of the project team leader, the experts and the software development team will be conducted by a Selection Panel composed of the following:

• Michael Bahr, Project Manager at DIN • Alina Iatan, Programme Manager at CEN-CENELEC • Peter Dinges, CEO of Filmförderungsanstalt (FFA) • Rainer Rother, Artistic Director of Deutsche Kinemathek - Museum für Film und Fernsehen • Jenny Blum, Team Manager at DIN

The contracts with the selected project team leader, the project experts and the software development team will be signed following the validation of the selection process by EC. Please send your application to: DIN Deutsches Institut für Normung e.V. DIN-Normenausschuss Veranstaltungstechnik, Bild und Film (NVBF) Mr Michael Bahr Burggrafenstrasse 6 10787 Berlin Tel: +49 30 2601-2709 Fax: +49 30 2601-42709 Mail: [email protected] http://www.din.de http://www.din.de/go/nvbf

mailto:[email protected]

http://www.din.de/go/nvbf

http://www.din.de/




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Annex A The following table shall be used in the tender to give detailed information on the costs.

Organisation / Staff level Daily rate Number of

man-days Total Travel budget

Others (Supplies,

Consumables) Total cost

0,00 0 0,00 0,00 0,00 0,00

0,00 0 0,00 0,00 0,00 0,00

0,00 0 0,00 0,00 0,00 0,00 The following table shall be used in the tender to indicate which role the tender applies to. Candidates may apply for more than one role, however, one candidate will not be chosen for more than one role. In case of multiple applications, candidates shall state their priorities.

Role Priorities (if applying for more than one role)

B.1 Project team leader

B.2 Project team expert 2 (Editor)

B.3 Project team expert 3 (TechGuru)

B.4 Project team expert 4 (Film Archive Liaison Officer)

B.5 Project team expert 5 (Film Archive Representative)

B.6 Software development team

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Annex B B.1 Project team leader This project is aiming to find a data structure and a set of file formats for long term archiving of digital movies. The data structure is organized as archive information package (AIP) according to the OAIS standard and shall ensure data integrity and quality. The objectives of this project are to accomplish a common European understanding and handling of digital film archiving. Furthermore, the selection of the right format will be crucial. To obtain the interoperability and integrity of the data is also an important goal. The tasks in the project are oriented towards identifying and combining different individual standards or existing pre-work for the definition of a complete archive framework usable for long-term archiving of digital movies. The goal within this project is to define a complete set of standards and a methodology to package different documents into one Archive Information Package, including methods to ensure the data quality and integrity. The results shall end in deliverables for a standardized archive framework, which can be used by European film archives to store and manage film content derived from film scans in the archive itself or from deliverables coming from legal deposit obligations. Here also digital born movies have to be considered. The results shall be an appropriate tool to:

1. Identify suitable formats for long-term archiving 2. define a folder and data structure for the repository of digital movies 3. recommend an archive information package for digital movies according to the OAIS (Open

Archival Information System) methodology defined in ISO 14721:2012 4. guide the management and storage of film assets in an interchangeable way 5. propose changes for existing file format or metadata standards 6. list normative references and formats within the archive information package 7. ensure the data integrity and quality of stored assets

There is a need to develop a standard and guidelines for digital film archives in order to ensure long term archiving, interoperability and accessibility of the cultural heritage. One of the most important objectives is long-term preservation and accessibility. This requires special measurements and procedures to ensure data integrity, data quality and format understanding. The main deliverable of this project will be a European Standard for a standardized archive framework, which can be used by European film archives to store and manage film content. It is planned that it describes an archive information package (AIP) with different elements. Such elements will be PDF-Files for documents, DCPs or IMPs for movies, XML- files for packaging-lists or subtitles, folder structures for different language versions and so on. In addition, methods will be integrated into the AIP definition and format to ensure data integrity and quality by calculating hash- and fingerprinting-values. To allow an easy implementation of this AIP, a Technical Report as a second deliverable will be generated, which acts as a guideline to the standard. It will describe an example of how to generate and organize the AIP. The impact of the standard and Technical Report for long term archiving of digital movies will not be only interoperability and continuity for the European archives in the digital age, it will also offer a solution for the preservation of digitized European cultural film heritage. It provides instructions and procedures for storing and preserving of digital movies in a structured and interoperable way and allows a unified architecture amongst European archives. A third deliverable will be the reference software to prove the interoperability, to guarantee long-term stability and access and secondly to give commercial providers the chance for correct implementations. The software shall allow users an easy implementation of the AIP and ensure that commercial software vendors will implement the AIP in the correct way. The reference software shall be understanding the principles of the AIP and the one-to-one correspondence of defined structures

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with the descriptive text. It is not optimized for performance, but allows already a use and implementation of the AIP. At the end of the project a specific version shall be defined as reference software for the standard and shall be made available on the CEN Website. The tasks of the project team leader include:

• Manages the project team and ensures that work converge to the defined standards and the Technical Report

• Chairs project team meetings (at least at 3 month intervals) to monitor progress and results, in order to ensure the agreed timeline

• Chairs Ad-hoc meetings regarding specific issues requiring quick resolution, • Responsible for moderating the work in the PT in order to achieve reasonable

consensus inside the PT • Coordinates the identification and combination of different individual standards or

existing pre-work for the definition of a complete archive framework usable for long-term archiving of digital movies.

• Coordinates work of the project team with the work of the software development team • Responsible for preparing and updating the first draft deliverables, i. e. the standard and

the Technical report for the NWIP enquiries • to act as co-editor of the standard and the TR, i. e. support the editor in the

development of the standard and TR (especially support in drafting of standard and evaluation of comments)

• Coordinates communication with liaison bodies such as ISO/TC 36, ISO/IEC JTC 1/SC 29/WG 1 and SMPTE

• Exchange of ideas between CEN and ISO, SMPTE • Chairs the meetings of the project team with the development team, which will be held

on a regular basis in order to discuss results with the development team, getting feedback on changes requested, identifying the effects on changes in the software to the drafts and in order to ensure a good collaboration with the development team

• Assesses and approves the final version of the reference software of the Development Team

• Coordinates the definition of folder and data structures for the repository of digital movies

• acts as interface to the ‘parent body’ CEN/TC • writes the progress reports (at 6-month interval) including summaries of the reports • disseminates the progress and result to the archive and postproduction community

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B.2 Project team expert 2 (Editor) The tasks of the project team expert 2 include:

• Deputy of the project team leader • Taking part in project team meetings (at least at 3 month intervals) to discuss results

and next steps, to monitor progress and results, in order to ensure the agreed timeline • Evaluating standards and collecting requirements • Defining the archive framework together with expert 4 and expert 5 • Main editor for the European Standard and the Technical report, ensuring the integrity

of documents, so that they can be send out for balloting • Development of the draft European Standard and Technical Report (especially support

in drafting of documents, implementation of chapters delivered by expert 3 and 4 and evaluation of comments) basing on the input

• Taking part in the meetings with the development team, which will be held on a regular basis in order to discuss results with the development team, getting feedback on changes requested, identifying the effects on changes in the software to the drafts and in order to ensure a good collaboration with the development team

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B.3 Project team expert 3 (TechGuru) The tasks of the project team expert 3 include:

• Identifying and combining of different individual standards or existing pre-work for the definition of a complete archive framework usable for long-term archiving of digital movies.

• Evaluating standards and collecting requirements especially regarding digitizing and post processing workflows

• Taking part in project team meetings (at least at 3 month intervals) to discuss results and next steps, to monitor progress and results, in order to ensure the agreed timeline

• Supports project group with in-deep knowledge of digitizing and post processing workflows

• Describes common workflows in film archive processing together with expert 4 and expert 5

• Definition of a folder and data structure for the repository of digital movies • Writes technical chapters mainly focused on digitizing and post processing workflows

for the standard and the Technical report and delivers them to the editor • Defines software modules based on the requirements identified for the software

development team • Controls results of software development team according to the specifications together

with the PT leader and expert 4 and expert 5 • Taking part in the meetings with the development team, which will be held on a regular

basis in order to discuss results with the development team, getting feedback on changes requested, identifying the effects on changes in the software to the draft and in order to ensure a good collaboration with the development team

• Identify necessary interoperability and compliance test procedures to achieve interoperability between archives

• Coordinates tests inclusive interoperability test together with the development team

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B.4 Project team expert 4 (Film Archive Liaison Officer) The tasks of the project team expert 4 include:


• Supports project group with knowledge and descriptions of workflows in film archives and management of film archives

• Supports project group with requirements of the film archives • Evaluating standards and collecting requirements especially regarding film archives

together with expert 5 • defining the archive framework together with expert 2 and expert 5 • Describes common workflows in film archive processing together with expert 3 and

expert 5 • writing technical chapters mainly focused on the archive framework and on the

requirements of the film archives for the standard and the Technical report and delivers them to the editor

• Supports PT leader and expert 3 and expert 5 in assessment of results of software development team according to the specifications

• Discusses project results with experts from film archives and coordinates consensus process between the archives experts, delivers consensus findings back to the project team

• Taking part in the meetings with the development team, which will be held on a regular basis in order to discuss results with the development team, getting feedback on changes requested, identifying the effects on changes in the software to the draft and in order to ensure a good collaboration with the development team

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B.5 Project team expert 5 (Film Archive Representative) The tasks of the project team expert 5 include:


• Evaluating standards and collecting requirements regarding film archives together with expert 4

• defining the archive framework together with expert 2 and expert 4 • Describes common workflows in film archive processing together with expert 3 and

expert 4 • Supports project group with requirements of film archives, especially make

recommendations on legal deposit and workflow implementations • Supports PT leader and expert 3 and expert 4 in assessment of results of software

development team according to the specifications • Discusses project results with experts from service providers and archives, gives

feedback to the project team and delivers comments back to the project team • Supports project group with knowledge and descriptions of workflows in film archives • Dissemination of the progress and result to the archive and postproduction community • Taking part in the meetings with the development team, which will be held on a regular

basis in order to discuss results with the development team, getting feedback on changes requested, identifying the effects on changes in the software to the draft and in order to ensure a good collaboration with the development team

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B.6 Software development team B.6.1 General information The development team will manage the Open Source project and will be responsible for synchronising the standard specification with the Open Source software. An Open Source project shall be started (e.g. on sourceforge or github) which works as source code repository. Existing Open Source software can be used as a basis for the project. The implementation of the standard under development will define the scope of the Open Source project. External developers and users shall be invited to comment or report bugs, propose improvements or test the software in their environments. At the end of the project a specific version will be defined as reference software for the standard and will be made available on the CEN Website. After the project end the development team and the Open Source community can work as a branch that allows improvements of the Open Source software by implementing new features. These features may become part of the standard in future review phases. The development team shall make sure that the software will be available during the project. The objectives of this project are to accomplish a common European understanding and handling of digital film archiving. Furthermore, the selection of the right format will be crucial. To obtain the interoperability and integrity of the data is also an important goal. The impact of the standard and Technical Report for long term archiving of digital movies will not be only interoperability and continuity for the European archives in the digital age, it will also offer a solution for the preservation of digitized European cultural film heritage. It provides instructions and procedures for storing and preserving of digital movies in a structured and interoperable way and allows a unified architecture amongst European archives. The software shall not implement existing standards like DCP or IMF, but shall deliver code and tools to bundle the different archive items (like PDF, DCP, IMF) into one Archive Information Package. Essential is also the integration of hash and fingerprinting methods as well as algorithms to ensure data integrity and quality. B.6.2 Description of tasks NOTE The numbered tasks correspond to the visual given in Figure 2. During the conception of the archive framework (task 3) it is necessary to define the requirements for the reference software e.g. which platforms shall be supported, what is the user interface, what functionality will be expected. The result shall be a detailed list of software tools necessary to build an AIP. For consistency purposes task 4 delivers software for identifying and verifying archive elements. Examples are the identification of a PDF file, the completeness of a DCP, the identification of XML files or the version number of a specific format. Due to the expected large number of supported archive element formats this is only a top-level identification and verification. The element itself will not be validated to syntactically correctness, means if a MXF file contains a wrong structure this will not be verified. An Open Source project shall be started (e.g. on sourceforge or github) which works as source code repository (task 2). Existing Open Source software can become part of the project. The software requirements define the scope of the Open Source project. Task 5 contains tools for creating hash and fingerprinting values for embedding into an archive packaging list. The creation of the archive packaging list as XML file is part of task 6.

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Task 7 contains software for tools to organize archive elements, to call identifying and verification tools, to call hash and fingerprinting tools and to arrange and structure all elements within the archive information package. The reference code shall be designed for clarity and understanding of the standard, not for optimized performance. This will be expected from commercial software vendors. Task 9 and 10 ensure the documentation and dissemination of the reference code by providing a software guidance document and by delivering software on an open source platform. The final (and approved) version of the reference software shall be made available via the CEN Website. The copyright of the software will stay within CEN but be subject to the EUPL “European Union Public Licence” http://ec.europa.eu/idabc/eupl.html. The Development Team will define the software requirements in cooperation with the project team. Good collaboration is necessary between the PT and the DT, as changes in the archiving framework and the standards have to be implemented short term into the reference software. The tasks of the software development team include:

• Delivering progress reports about the work done at 6-month interval • Taking part in the meetings with the project team, which will be held on a regular basis in

order to discuss input from the project team and requirements for the standard, discuss results with the project team and getting requirements for the software and in order to implement in short term changes in the archiving framework and the standards into the reference software

• Discussion of results with the project team and implementing necessary changes into the software

• Conception and implementation of archive framework basing on the requirements and basing on the definition of software modules provided by the project team

• Preparation of a detailed list of software tools necessary to build the AIP • Delivery of a software for identifying and verifying archive elements • Development of Software for Top-Level Element Identification • Development of tools for creating hash and fingerprinting values for embedding into an

archive packaging list • Creation of the archive packaging list as XML file (Hash Code, XSD Schema) • Development of software for tools to organize archive elements, to call identifying and

verification tools, to call hash and fingerprinting tools and to arrange and structure all elements within the archive information package.

• Development of software for AIP Bundling and Unbundling • Development of a software guide including a description of the software and a guidance

how to use it • Start and maintenance of an open source platform in order to provide the reference

software to the public during the project • documentation and dissemination of the reference software by providing a software

guidance document and by delivering software and the guidance document in order to be put on the CEN Website

• performing tests including interoperability tests • invite external developers and users to comment or report bugs, propose improvements

or test the software in their environments • ensure that the software will be available during the project.

http://ec.europa.eu/idabc/eupl.html

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Annex C

Declaration of Veracity I, the undersigned, acting as duly authorized representative of <<name of the Organisation>> hereby declare that none of the exclusion criteria as stated under section VII of the Call for Tender apply. In particular, I certify that <<name of the Organisation>> is

• not the subject of an non-likely judgement of recourse for a professional infringement,

• not in an irregular tax situation or in an irregular special taxation situation.

On behalf of <<name of the Organisation>> I certify that any and all information provided in the tender documents submitted is complete and correct.

_______________________________ (Date, Signature of authorized representative)

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Annex D

Declaration of Complete Documentation The following documents were submitted with the Tender:

Curriculum Vitae of each relevant person participating in the project, demonstrating the necessary expertise

A time schedule and a detailed description of the execution of the tasks relevant for the corresponding position which will be carried out in the project

A table in the format given in Annex A with detailed information on the costs of e.g. travel expenses etc.

Appropriate documentation to prove the economic and financial capacities

Overview of qualification required in the above Clauses on Selection and Award criteria including short description of the evidence of the required skills and expertise for the role you are applying for

A signed Declaration of Veracity in the form of Annex C

This present Declaration of Complete Documentation enumerating all documents necessary to be submitted with a tender

Contact details:

• Name: • Position: • Phone: • Email address:

Name of the organisation(s):

_______________________________ (Date, Signature of authorized representative)

Documents

Mustertext für Call for tender · The Academy Color Encoding System (ACES) is a color image encoding system proposed by the Academy of Motion Picture Arts and Sciences (AMPAS) that