MODÈLE DE LETTRE D'INVITATION À SOUMISSIONNER€¦ · Web viewINVITATION TO TENDER. INVITATION...

DIRECTORATE-GENERAL FOR PARLIAMENTARY RESEARCH SERVICES

DIRECTORATE B - LIBRARY

HISTORICAL ARCHIVES

ANNEX I

TECHNICAL SPECIFICATIONS

INVITATION TO TENDER

INVITATION TO TENDER (OPEN PROCEDURE)

DIGITISATION OF ANALOGUE MAGNETIC MEDIA DOCUMENTS

EPRS/CARD/14/007

January 2014

1. TECHNICAL SPECIFICATIONS

1.1. Subject and context of the contract

1.1.1. Instruments and working methods of the authorising department

To carry out its work the authorising department installed an IT system, which is currently used mainly for archival description, file and document search and making electronic versions of documents available online. This system is based on a version of the Clara software package by the French company Ever Ezida which is quite different to the standard version, having been adapted to meet the specific needs of the authorising department. As the CLARA software is no longer supported by its publisher, it is in the process of being replaced.

The authorising department has decided to conserve most of its magnetic media in digital form in order to facilitate access and distribution. Consequently, digitisation operations have begun and will be continued under this contract.In these Technical Specifications, the term ‘magnetic media’ will be used to denote documents stored on analogue magnetic media.

1.1.2. General conditions of performance

The media to be digitised contain the only recordings of certain European Parliament activities. The Contractor will be required to handle the items with care and to return them in their original condition.

The EPHA will make the recordings to be converted available to the Contractor in order for him to be able to work on his own premises. The cost of handling operations and transportation for collection and return will be borne by the Contractor. The Contractor will be required to take out the insurance policies against risks and damage relating to performance of the contract which are required by the relevant legislation. He shall also take out the additional policies which are customary in his field of activity. A copy of all the insurance policies concerned must be forwarded to the EP before the contract is signed.

The Contractor must guarantee the integrity of the documents entrusted to him: to that end, he will be required to take all the necessary precautions in relation to the transportation, storage and handling of the media and the condition of the playback devices.

Apart from the temporary back-up copy referred to in point 1.5.3, the Contractor shall ensure that no other copies of the documents entrusted to him are made in any form.

The types of media covered by this invitation to tender are as follows:

- Audio cassettes;- Audio magnetic tape reels;- Video cassettes in various formats.

However, in the case of media not specifically identified in this invitation to tender the EPHA reserves the right to request a free quotation without any obligation to have the material processed.

1.2. AUDIO CASSETTES 2/18

1.2.1. Technical description of the work

1.2.1.1. Taking delivery of the cassettes

The majority of the cassettes to be converted were recorded from the 1990s onwards, and continued to be produced throughout the sixth parliamentary term (2004-2009).

The EPHA shall make the cassettes available to the Contractor in batches, with each batch corresponding to a specific order form.

The EPHA shall accompany each batch of cassettes with an Excel file containing the information required to classify the digitised files and create the files which must accompany them as deliverables (see point 18.2.1.3). Annex 1 contains an example of such a file using the current format; the form of this file may change if the EPHA changes its IT system.

1.2.1.2. Digitisation

Digitisation of cassettes

The recordings must be converted in their entirety (from the first acoustic vibration to the last).

The service to be provided shall include checking the quality of the original recording. Any comments concerning the quality of the original recording and other technical problems should be set out in a file which precisely identifies the cassette in question; that file should be returned to the EPHA together with the other deliverables for the order in question.

The cassettes to be digitised must be played back on a dedicated professional-standard tape recorder (non-auto-reverse). During the digitisation process, the audio documents must be played back at a speed identical to the original speed.

The signal shall be digitised without processing, in PCM format (resolution 24 bits/sampling frequency 48kHz in accordance with IASA standards) and dumped to a digital workstation.

Automated quality control must be carried out by the Contractor using NOA or Quadriga systems or equivalent in order to check that the digital transfer has been successful. Tenderers must demonstrate their experience in using this type of system.

A border marker (cut) shall be requested if it is established that there is digital blank space after five minutes, and after surveying the part deemed to be empty. Blank sides shall not be invoiced.

The audio content of each document shall be digitised in the form of two types of file:

- Uncompressed WAV audio (24 bits/48kHz);

- Compressed MP3 audio (256 kbps).

One file of each type shall be produced for each non-empty side of the cassette.

If, owing to the poor quality of the analogue recording, the audio quality of the digital file obtained in accordance with the conditions set out above is insufficient to fully understand the content of the recording, the Contractor must indicate whether it would be possible to improve markedly the quality of the digital document using restoration techniques. If it would be possible to do so, the Historical Archives Unit may decide to place an order for that service.

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Digitisation of the recording sheet

Each cassette shall be accompanied by a recording sheet containing certain useful information. That sheet must be digitised with a resolution of 300 dpi in order to obtain an electronic image in the form of a PDF/A file. The Contractor must ensure that each sheet is always correctly associated with the cassette to which it corresponds, in order to ensure that the file digitised from the cassette is correctly classified. If the sheet is missing this must be notified.

In its technical response the Contractor must describe the tools used for capturing the recording sheet.

1.2.1.3. Deliverables

The files shall be transferred on hard disk in order to be imported into the EP network. The hard disk properties shall be decided at the preparatory meeting with the Contractor, but may be changed during the course of the framework contract. The EPHA reserves the right to change the delivery mode for the files in line with the technological tools at its disposal.

The .wav et .mp3 files should be structured in separate, identical tree structures which are ready to be imported into the file system linked to the EPHA database. The tree structure, which shall also contain the .pdf file with images of the recording sheets, is described in detail in Annex 2.

Each batch of files must be accompanied by two files called ‘piece.ap’ and ‘document.ap’. The current form of these files is described in detail in Annexes 3 and 4. The names and form of these files may change during the course of the framework contract if the EPHA’s IT system is changed.

1.2.1.4. Invoicing units

The invoicing units for this service shall be as follows:

- .wav file: minute of usable recording;- conversion to .mp3 file: minute of usable recording;- restoration of poor-quality recordings: minute of usable recording;- page of recording sheet;- ‘piece.ap’ file entry;- ‘document.ap’ file entry.

1.3. Magnetic tape reels

1.3.1. General remark

The EPHA has around 40 magnetic tape reels whose content and condition are unknown.

The content of the recordings on these reels must be recovered, as far as possible, in the form of digital audio files.


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1.3.2.1. Taking delivery of reels

The reels shall be made available to the Contractor accompanied by a sheet containing a summary identification of each numbered reel.


The recordings must be converted in their entirety (from the first acoustic vibration to the last).

Checking the quality of the original recording shall form part of the service to be provided. Any comments concerning the quality of the original recording and other technical problems should be set out in a file with a precise identification of the reel; the file should be returned to the EPHA together with the other deliverables for that order.

The tapes to be digitised must be played back on a dedicated professional-standard tape recorder. The audio documents must be played back, during digitisation, at a speed identical to the original speed.

The signal shall be digitised without processing, in PCM format (resolution 24 bits/sampling frequency 48kHz in accordance with IASA standards) and dumped to a digital workstation.


A border marker (cut) shall be requested if it is established that there is digital blank space after five minutes, and after surveying the part deemed to be empty.

The audio content of each document shall be digitised in the form of two types of file:

- Uncompressed WAV audio (24 bits/48kHz);

- Compressed MP3 audio (256 kbps).

One file shall be produced for approximately each 15-minute segment of recording.

If, owing to the poor quality of the analogue recording, the audio quality of the digital file obtained in accordance with the conditions set out above is insufficient to fully understand the content of the recording, the Contractor must indicate whether it would be possible to improve markedly the quality of the digital document using restoration techniques. If it would be possible to do so, the Historical Archives Unit may decide to place an order for that service.


The files shall be transferred on hard disk in order to be imported into the EP network. The properties of the hard disk shall be the same as those chosen for storing the files produced in the digitisation of audio cassettes. The EPHA reserves the right to change the delivery mode for the files in line with the technological tools at its disposal.

The .wav and .mp3 files shall be stored in separate directories. The name given to the files shall be the reel number plus a serial number for the different files resulting from the digitisation of the same reel.

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- .wav file: minute of usable recording;- conversion to .mp3 file: minute of usable recording;- restoration of poor-quality recordings: minute of usable recording.

1.4. Video cassettes

1.4.1. General remark

The EPHA has around 30 video recordings in various cassette formats whose content and condition are unknown.

The content of the recordings on these cassettes must be recovered, as far as possible, in the form of digital video files.

1.4.2. FormatsThe formats of the cassettes to be digitised are as follows:

- VHS- Betacam- Betamax- U-Matic


1.4.3.1. Taking delivery of the media

The cassettes shall be made available to the Contractor together with a sheet containing a summary identification of each numbered reel, including its type and number.


The recordings must be converted in their entirety.

The service to be provided shall include checking the quality of the original recording. Any comments concerning the quality of the original recording and other technical problems should be set out in a file which precisely identifies the cassette in question; that file should be returned to the EPHA together with the other deliverables for the order in question.


A border marker (cut) shall be requested if it is established that there is digital blank space after five minutes, and after surveying the part deemed to be empty.

Video recordings are to be digitised in the form of compressed MPEG video files, in a recent, advanced version such as MPEG-4-AVC or MPEG-4-AAC.

One file shall be produced for approximately each 15-minute segment of recording.

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The files shall be transferred on hard disk in order to be imported into the EP network. The properties of the hard disk shall be the same as those chosen for storing the files produced in the digitisation of audio cassettes. The EPHA reserves the right to change the delivery mode for the files in line with the technological tools at its disposal.

The mpeg files shall be stored in separate directories. The name given to the files shall be the cassette number plus a serial number for the different files resulting from the digitisation of the same cassette.



- Digitisation of VHS cassette - minute of usable recording;- Digitisation of Betacam cassette - minute of usable recording;- Digitisation of Betamax cassette - minute of usable recording;- Digitisation of U-Matic cassette - minute of usable recording.

1.5. General remarks on the performance of the service

1.5.1. Validation of the production chainA preliminary validation of the production chain for a sample of at least 10 cassettes will be carried out in advance of the commencement of work. This test batch will be collected and delivered by the Contractor in a specific operation. The Contractor shall submit in advance to the EPHA, for approval, all of the required deliverables for the various media entrusted to him. This sample shall be provided without charge to the EPHA.The deliverables resulting from this test batch shall be verified by the EPHA. The work may only commence once these deliverables have been validated by the EPHA’s technical manager.

1.5.2. Handling of mediaHandling operations must be carried out with the greatest possible care. Before each playback, the Contractor must rewind the cassette fully for optimum mechanical adjustment. He must verify the condition of the tape and that the media mechanism functions properly in order to ensure playback quality. The Contractor shall take the necessary precautions to minimise any leader breakage during rewinding operations. He must report any media considered to be defective.

After processing, the media must be rewound fully to the beginning of the tape.

1.5.3. Back-upThe Contractor shall keep on his premises a full copy of all files from the most recently delivered batch for a minimum of six weeks, until a deletion order has been sent by the EPHA.

1.5.4. Production and quality control

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The Contractor shall check that all media entrusted to him have been processed in accordance with these specifications.To that end, the Contractor shall implement quality control procedures to guarantee the quality and the consistency of his services. Those procedures must be systematic and cover at least the following points:- compliance with technical specifications (transfer quality, image resolution, etc.);- compliance with file structure (distribution of files and conformity of directory and file names);- conformity of entries contained in ‘.ap’ files;- conformity of metadata.

For each of the services, tenderers must state what quality control methods they implement and, where appropriate, which national or international reference standards apply.

The EPHA shall carry out a verification of the deliverables within a maximum of 60 calendar days of delivery. The checks referred to above will be carried out systematically on a sample.If one of services fails to comply, the entire processing of the media concerned will be rejected. The Contractor will be required to take back the defective media and perform the services again within time limits specified by the EPHA. If no comments are received from the EPHA within the time limit laid down, the Contractor will be deemed to have performed the services covered by the order form concerned in accordance with the terms and conditions laid down in the framework contract and the annexes thereto.

The EPHA reserves the right to verify at any time, at the place of production, that the work being carried out is consistent with the terms of the order and that it is likely to guarantee the required quality as laid down in these specifications.

1.5.5. Transport, storage and securityTenderers must demonstrate their capacity to ensure the security of the media processed and the information contained on the media; no copies of the recordings may be retained by the Contractor.

The Contractor shall be responsible for collecting the magnetic media from and returning them to the premises of the EPHA (Luxembourg). The transport of the media should be organised in such a way that they transit directly and as quickly as possible between the EPHA and the Contractor’s premises (and vice versa).The Contractor shall check upon receipt the condition and quantity of the media entrusted to him by comparing the items with the delivery note drawn up by the EPHA. As soon as possible, he shall return that note, countersigned, to the EPHA by post or email. The same note shall be signed by the EPHA when the magnetic media are returned. That signature shall be a precondition for the admissibility of any invoice presented by the Contractor. The Contractor shall also be responsible for delivering the hard disks. The delivery deadlines for the deliverables shall be specified with each order in the specific contract (order form).

The hard disks delivered by the Contractor shall be returned to him when delivery is taken of the subsequent batch on the premises of the EPHA.

The media must be transported and stored in containers and premises which offer sufficient guarantees in terms of temperature and humidity and prevent any thermal shock: constant temperature below 20°C, humidity 40%.

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The media must be returned in the packaging in which they arrived.

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ANNEX 1 - Example of a table provided by the Historical Archives (EPHA) with each batch of cassettes to be digitised

A B C D E F G H I J K

1

File link File reference Serie

sItem no. File title Date Code Lg C Cassette numbers Notes

25439770 PE4 AP PV/DACP.1994 DACP-19950128 2218 9000 ACP-EU working group meeting of 28

January 1995, Dakar (Senegal) 19950128 4748 FR 1 35667; 35669; 35671 null


January 1995, Dakar (Senegal) 19950128 4748 OR 1 35666; 35668; 35670 null


January 1995, Dakar (Senegal) 19950128 4748 FR 1 35675; 35677; 35679 null


January 1995, Dakar (Senegal) 19950128 4748 OR 1 35674; 35676; 35678 null

6

5439789 PE4 AP PV/DACP.1994 DACP-19950130 2218 9000 Plenary session of 30 January to 2 February 1995, Dakar (Senegal) 19950202 4748 FR 1

35685; 35687; 35689; 35691; 35693; 35695; 35697; 35699; 35701; 35703; 35705; 35707; 35709; 35711; 35713; 35715; 35717; 35718

null

7

5439789 PE4 AP PV/DACP.1994 DACP-19950130 2218 9000 Plenary session of 30 January to 2 February 1995, Dakar (Senegal) 19950202 4748 OR 1

35684; 35686; 35688; 35690; 35692; 35694; 35696; 35698; 35700; 35702; 35704; 35706; 35708; 35710; 35712; 35714; 35716

null

85137877 PE4 AP PV/REGI.1994 REGI-19960624 387 9000 Meeting of 24-25 June 1996, Brussels 19960625 161 EN 1 35278; 35280; 35282;

35284; 35286 null

95137877 PE4 AP PV/REGI.1994 REGI-19960624 387 9000 Meeting of 24-25 June 1996, Brussels 19960625 161 OR 1 35277; 35279; 35281;

35283; 35285 null

105439631 PE4 AP PV/REGI.1994 REGI-19960709 387 9000 Meeting of 8-9 July 1996, Brussels 19960709 161 EN 1 35288; 35290; 35292;

35294; 35296 null

115439631 PE4 AP PV/REGI.1994 REGI-19960709 387 9000 Meeting of 8-9 July 1996, Brussels 19960709 161 OR 1 35287; 35289; 35291;

35293; 35295 null

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125137904 PE4 AP PV/REGI.1994 REGI-19960923 387 9000 Meeting of 23-24 September 1996,

Brussels 19960924 161 DE 1 35300; 35302; 35304; 35306 null

135137904 PE4 AP PV/REGI.1994 REGI-19960923 387 9000 Meeting of 23-24 September 1996,

Brussels 19960924 161 OR 1 35299; 35301; 35303; 35305 null

145137909 PE4 AP PV/REGI.1994 REGI-19961010 387 9000 Meeting of 10 October 1996, Brussels 19961010 161 EN 1 35308; 35310 null

155137909 PE4 AP PV/REGI.1994 REGI-19961010 387 9000 Meeting of 10 October 1996, Brussels 19961010 161 OR 1 35307; 35309 null

165137916 PE4 AP PV/REGI.1994 REGI-19961028 387 9000 Meeting of 28-29 October 1996,

Brussels 19961029 161 DE 1 35312; 35314; 35316; 35318; 35320 null

175137916 PE4 AP PV/REGI.1994 REGI-19961028 387 9000 Meeting of 28-29 October 1996,

Brussels 19961029 161 OR 1 35311; 35313; 35315; 35317; 35319 null

185135891 PE4 AP PV/RELA.1994 RELA-19960708 388 9000 Meeting of 8-9 July 1996, Brussels 19960709 158 FR 1 35579; 35581; 35583 null

195135891 PE4 AP PV/RELA.1994 RELA-19960708 388 9000 Meeting of 8-9 July 1996, Brussels 19960709 158 OR 1 35578; 35580; 35582 null

205439722 PE4 AP PV/RELA.1994 RELA-19960724 388 9000 Meeting of 24-25 July 1996, Brussels 19960725 158 FR 1 35585; 35587; 35589;

35591; 35593 null

215439722 PE4 AP PV/RELA.1994 RELA-19960724 388 9000 Meeting of 24-25 July 1996, Brussels 19960725 158 OR 1 35584; 35586; 35588;

35590; 35592 null

225135908 PE4 AP PV/RELA.1994 RELA-19960902 388 9000 Meeting of 2-3 September 1996,

Brussels 19960903 158 ES 6 35595; 35597; 35599; 35601; 35603 null


Brussels 19960903 158 OR 6 35594; 35596; 35598; 35600; 35602; 35604 null


Brussels 19960925 158 IT 1 35609; 35611; 35613 null


Brussels 19960925 158 OR 1 35608; 35610; 35612 null

265135921 PE4 AP PV/RELA.1994 RELA-19961009 388 9000 Meeting of 9-10 October 1996, Brussels 19961010 158 FR 1 35615; 35617; 35619;

35621 null

275135921 PE4 AP PV/RELA.1994 RELA-19961009 388 9000 Meeting of 9-10 October 1996, Brussels 19961010 158 OR 1 35614; 35616; 35618;

35620 null

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ANNEX 2 - Organisation of files to be delivered to the EPHA

The files must be delivered to the EPHA organised in accordance with the file system tree structure in the EPHA database, defined as follows with reference to the values in the ‘document.ap’ entry:

First level: CABINET value (AAA)

Second level: DRAWER value (BBB)

Third level: FOLDER value (CCC)

Fourth level: FILE value (DDD)

The digital audio files and the .pdf file will be placed in the fourth level; their names are not used for identification purposes. However, for control purposes it is useful for each name to comprise the number of the corresponding cassette; for audio files, the number will be followed by a dash and a letter corresponding to the side of the tape. The file extension remains the same as that of the file type (.wav, .mp3, .pdf).

Example corresponding to the first line of the table (Annex 1):

Summary of the procedure for describing and organising files

1. Several audio cassettes, typically in the original language plus one or more interpretations, correspond to each event (a committee meeting or hearing, for example).

2. In the Excel table provided by the EPHA when the order is placed, one or more lines also correspond to the same event. (Annex 1)

3. Two audio files are created from each side of a non-blank cassette – a .wav file and an .mp3 file.

4. Each cassette is accompanied by a sheet to be digitised in PDF/A format.5. The audio files and PDF/A files associated with an event are grouped together as an ‘item’,

the description of which, to be provided by the Contractor, has been defined, together with the data source, in Annex 3 ‘Model of the piece.ap file entry’.

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6. In the tree structure to be delivered to the EPHA, these files are still grouped by language (original and interpretation); the group comprising all the .pdf files is added to the groups constituted by the languages.

7. An entry in the ‘document.ap’ file, to be created in accordance with the model in Annex 3 ‘Model of the ‘document.ap’ file entry’, will correspond to each of these groups.The name of each file must be the number of the cassette to which it corresponds. For audio files, the number will be followed by a dash and a letter corresponding to the side of the tape. If it is a restored recording, the word restored (‘restauré’) will be added. The file extension remains the same as that of the file type (.wav, .mp3, .pdf): e.g. 7519647-A.wav, 7519647-B.wav 7519647.pdf.

8. There will be two separate identical tree structures: one for the .wav files and one for the .mp3 files. The .pdf files are to be included in both tree structures.

The Contractor must keep a copy of all the files sent to the European Parliament for a period of at least six months.

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ANNEX 3 - Model of the ‘piece.ap’ file entry

The ‘piece.ap’ file is a Unicode UTF8 encoded text file. The entries must follow each other, without interruption, in increasing order of the values in the <DORIS_KEY> tag.

The following model is the one currently accepted for import into the EPHA database.

<ARTICLE>v <DORIS_KEY>nnn</DORIS_KEY>I <TYPE_ENTREE>3</TYPE_ENTREE>I <ETAT_NOTICE>0</ETAT_NOTICE>I <ETAT_ENTREE>0</ETAT_ENTREE>v <LIEN_ENTREE>CCC</LIEN_ENTREE>v <LIEN_ARTICLE>AAA</LIEN_ARTICLE>v <PE_VOIR_PIECES>nnn</PE_VOIR_PIECES>v <CODE_COMM_SQL>a</CODE_COMM_SQL>

<T_DORIS><IDENTIFICATION><REFERENCES>

I <ETAT_COTE>2</ETAT_COTE>v <SERIE>DDD</SERIE>

v <NUMERO_ENTREE>BBB</NUMERO_ENTREE></REFERENCES><INTITULES><PE_TITRE><PE_BLOC_INT>

v <INTITULE>EEE</INTITULE></PE_BLOC_INT></PE_TITRE>

I<PE_TYPE_PIECE>95</PE_TYPE_PIECE></INTITULES><DATES>

v <DATE_DEB>FFF</DATE_DEB>I <PE_DATE_CERT>1</PE_DATE_CERT>

</DATES></IDENTIFICATION><CONTEXTE><PRODUCTION>

v <ORIGINE>GGG</ORIGINE></PRODUCTION></CONTEXTE><ACCES><ACCESSIBILITE>

v <PE_TBL_GEST>III</PE_TBL_GEST>D <CODE_COMM>a</CODE_COMM>D <BUREAU>b</BUREAU>

<PE_CONFID>

D<PE_NOTICE_CONF>c</PE_NOTICE_CONF>

D <PE_ENT_AUT>d</PE_ENT_AUT></PE_CONFID>

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</ACCESSIBILITE><PE_LG_DOC>

v <PE_LG_CONS>HHH</PE_LG_CONS></PE_LG_DOC></ACCES></T_DORIS></ARTICLE>

Data source:

1 - All data on lines marked ‘I’ are invariable.

2 - Variable data are marked with three letters and the lines which contain that data are marked ‘V’. The source for this data, with the exception of ‘nnn’, is the Excel table provided by the EPHA with each batch of diskettes (Annex 1):

nnn - Serial number taken from a range of values provided by Cardoc with each batch of cassettes.

AAA - Column A of Excel table: link to file;

BBB - Column B of Excel table: file reference;CCC - Column C of Excel table: link to series;DDD - Column D of Excel table: item number, always four figures;EEE - Column E of Excel table: file title;FFF - Column F of Excel table: date of meeting in ISO format yyyymmddGGG - Column G of Excel table: identification code of the committee or delegation;HHH - Column H of Excel table: language of recording; for this file the ‘OR’ code must

be changed to ‘PA’ (indicating ‘panaché’, so that it can be recognised by the control list) ;III - Column I of Excel table: communicability checking code.

The values of a, b, c and d in the lines marked ‘D’ depend on the value of ‘III’ as follows:

III = 1 III = 6a 1 3b [empty] 1§6§7c 0 1d [empty] 1§6§7

This model may change if the EPHA’s IT system is changed during the term of the contract. However, the number of variable items of information will, in principle, remain the same or fall.

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ANNEX 4 - Model of the ‘document.ap’ file entry

The ‘document.ap’ file is a text file which serves as a link between the item entry (contained in the piece.ap file) and the audio and pdf files stored in the tree structure of the destination. The entries must follow each other, without interruption, in increasing order of DKEY values.

The following model is the one currently accepted for import into the EPHA database. This model may change if the EPHA’s IT system is changed during the term of the contract, or not used at all if the method of linking entries and documents is different; in that case, the information it contains will be incorporated into the file which replaces the piece.ap file.

CLE_NUMPERI 0

CABINETV [AAA]

DRAWERV [BBB]

FOLDERV [CCC]

FICHIERV [DDD]

TYPE2DKEY

V [EEE]LIEN_ARTICLE

V [FFF]CATTABKEY

I,V ARTICLE, [FFF]//

The data source for this file is as follows:

AAA - The first characters of column B of the Excel table as far as the space (e.g.: PE4)BBB - Column B of the Excel table, with the spaces replaced by ‘_’ and the ‘/’ replaced by ‘!’

(e.g.: PE4_AP_PV!DACP.1994_DACP-19950128)CCC - Value extracted from column D of the Excel tableDDD - Value of column H of the Excel table (here without changing the ‘OR’ code, which must be

kept) or ‘Sheet’ EEE - Serial number taken from a range of values provided by Cardoc with each batch of diskettesFFF - Doris-Key of the item to which the files are attached (constant in the piece.ap file).

In the ‘document.ap’ file, for each item (corresponding to one or more cassette recordings of a meeting) there will be:

- one entry per language version (original + interpretations)- one entry for the recording sheet.

For example, a meeting for which a recording was made of the original version plus interpretations into French and English will have:

- one entry for the original language (DDD = OR)- one entry for the French interpretation (DDD = FR)

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- one entry for the English interpretation (DDD = EN)- one entry for the recording sheet (DDD = Sheet)

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ANNEX 5 - Price Schedule

Audio cassettes Invoicing unit Unit price in € excl. VATDigitisation and production of file in WAV uncompressed audio format Minute of recording

Conversion of WAV file to MP3 compressed audio format Minute of recording

Restoration of poor quality recordings – production of WAV file Minute of recording

Digitisation of recording sheets in PDF/A format Page

Production of ‘piece.ap’ file EntryProduction of ‘document.ap’ file Entry

Magnetic tape reels Invoicing unit Unit price in € excl. VATDigitisation and production of file in WAV uncompressed audio format Minute of recording ...

Conversion of WAV file to MP3 compressed audio format Minute of recording ...

Restoration of poor quality recordings – production of WAV file Minute of recording

Video cassettes Invoicing unit Unit price in € excl. VATVHS cassette - Digitisation in MPEG compressed video format Minute of recording ...

Betacam cassette - Digitisation in MPEG compressed video format Minute of recording

Betamax cassette - Digitisation in MPEG compressed video format Minute of recording

U-Matic cassette - Digitisation in MPEG compressed video format Minute of recording

Additionally, in the case of media not specifically identified in this invitation to tender, the EPHA reserves the right to request a free quotation without any obligation to have the material processed.

Name of tenderer:…………………………………………………….…..…..

Date: .......................................

Signature of tenderer’s legal representative:...............................................................................

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