Note: The following procedures assume that the digitization project has already received internal approval including allocation of funds to cover cost of external services. Do not request quote(s) or send purchase requisitions to Financial Services unless the project has received internal approval.

Request quote(s) from external service provider

1. Contact vendor and provide information about the type and number of analog videocassettes and other audiovisual items in the job. Provide summary information and share the detailed inventory prepared when the videocassettes were prepared for digitization.
   
   

   Tip

   Be as detailed as possible with the summary information. Vendors need to know how many of each type of analog videocassette. For example: 

   • Fifteen 20-minute U-matic videocassettes
   • Forty 60-minute U-matic videocassettes
   • Ten Betacam SP videocassettes

2. Provide vendor with technical specifications. Consult technical specifications for moving images in Appendix C.
   
   

   Tip

   Be as detailed as possible with the technical specifications. Vendors need to know what bit depth, wrapper (i.e., file format), and codec should be used for each digital copy (master, mezzanine, and access) created for each type of videocassette. For example:

   • 20-minute U-matic
     • Master: 10-bit uncompressed MOV file (blackmagic YUV v210)
     • Mezzanine: 8-bit MOV file (ProRes 422)
     • Access: 8-bit MPEG-4 file (H.264

3. Provide vendor with file naming and file organization conventions that are based on unique reference codes assigned to each videocassette. Consult guiding principles for file naming and file organization in Appendix B.
   
   

   Tip

   Provide specific examples to help the vendor understand how to name files and organize the files. 

4. Request three competitive quotes if the purchase is expected to cost more than $10,000.
   
   
5. Quotations must reflect the method of calculation most appropriate for the estimated cost. Estimated costs must include the price of the goods or services, all taxes, freight charges, insurance, custom and other related costs.

Initiate purchase requisition

1. Send quote(s) to project manager / supervisor for review and approval. Approval must include a budget code to be used in the purchase requisition submitted to Financial Services.
   
   
2. If approved by project manager / supervisor, send quote(s) and summary recommendation to Procurement Department and initiate a purchase requisition. 
   
   
3. Liaise with Procurement Department as needed. The Procurement Department will review documentation and create a Purchase Order (PO). The Procurement Department will forward the PO to the successful vendor and send a receiving copy to the requesting employee to confirm the details.
   
   
4. The successful vendor is required to confirm the accuracy of the PO with the Procurement Department.
   
   
5. See the University's Procurement procedures website for more information.