Audio Visual_Statement of Work_Request for Information.pdf

Statement of Work

(SOW)

Request for Information

AV Upgrade at

Royal Air Force (RAF) Lakenheath “Rev. 1, 8 April 2024”

1.0 Introduction

1.1 Mission: AV upgrade to replace inoperative system.

1.2 Background: The AV system will help with rapid assessment, planing, and execution responses to crises or emergencies that may arise, whether they are related to national security, humanitarian assistance, disaster relief, or other situations where the Air Force's capabilities may be required.

1.3 Scope: It will replace the current outdated system. The system will be used during real/exercise Air Force events.

2.0 General Requirements

2.1 Business Relations: The Contractor shall successfully integrate and coordinate all activity needed to execute this requirement. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall promptly identify issues to the Government and take timely corrective action. The Contractor shall seek to ensure mission partner satisfaction and professional and ethical behavior of all contractor personnel.

2.2 Contract Management & Administration

2.2.1 Contract Management: The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of resources assigned to the requirement. The Contractor must maintain continuity between the mission partner and the contractor’s corporate offices.

2.2.2 Contract Administration: The Contractor shall establish processes and assign appropriate resources to effectively administer the contract. The Contractor shall respond to the Governments requests for contractual actions in a timely fashion. The Contractor shall have a single point of contact between the Government and contractor personnel assigned to support the contract. The Contractor shall assign resources in order to maintain proper and accurate records related to this contract.

2.3 Subcontract Management: If applicable, the Contractor shall be responsible for any subcontractor and any subcontractor management necessary to integrated work executed under this contract.

2.4 Hours of Work: Work days are from Monday through Friday excluding US federal holidays and UK bank holidays.

Work hours are from 0800 to 1700 local UK time.

3.0 Product Specifications & Installation Requirements

3.1 The Contractor must provide all personnel, equipment, tools, materials, supervision, transportation, safety equipment, any other items and services necessary to accomplish staging, installation, clean-up and maintenance.

3.2 The Contractor shall provide the removal and disposal of the replaced consoles in addition to labor, parts, installation, maintenance, and technical support to the C2 AV communications system. Maintenance coverage is required for the modernized C2 AV communications system. This system will be fully integrated on the premise of the 48 FW/CP, RAF Lakenheath, United Kingdom.

3.3 Trade Agreements Act (TAA) - Contract Holders must ensure that all switches, stacking cables and SFP are offered are new and compliant with the Trade Agreements Act by noting on their quotes and in the SEWP database as to whether an item is from a TAA compliant country. The Trade Agreements Act (19 U.S.C. 2501, et seq.) is the enabling statute that implements numerous multilateral and bilateral international trade agreements and other trade.

3.4 The Contractor shall be responsible for all configuration and integration into 48 FW VoIP call manager infrastructure, to include patching and termination of cables.

3.5 The C2 AV communication system comprises the following salient characteristics that the Contractor will install and maintain:

• Control Components:

o 1 x ELAN / NICE EL-SC-300-ZW ELAN EL-SC-300 Control System Processor

SKU: EL-SC-300-ZW

o 2 x ELAN / NICE EL-ITP-8-BK 8 inches Interactive Touch Panel for control system o 2 x ITP-8-STAND Table Stand for ITP-8 Touch Panel o 10 x XANTEC 282D10P Designer Emitter

• Video Components:

o AV Pro Edge AC-MXNET-CBOX Control Box for MXNET System o 13 x AVProedge MXNet Evolution II 1G Encoder/Transmitting Device AC-

MXNET-1G-EV2

o 9 x AC-MXNET-1G-DV2 AVProedge MXNet Evolution II 1G

Decoder/Receiving Device o Arakins AN-310-SW-F-24-POE 310-series 24-port L2 Managed Gigabit Switch with Full PoE+ o AV Proedge AC-EZRACK-15 Up to 15 Slot Extender Rack Mount

• Audio Components:

o 13 x AC-Cable-5PIN-2CH AUDIO EXTRACTION CABLE - 5PIN TO 2CH o 3 x PROFICIENT AW400-BLACK 4 2-way speaker o Episode EA-RSP-8D-100 Episode Response DSP Amplifier 100W x 8 Channels

• Network Components:

o AN-110-RT-2L1W Araknis Networks 110-Series Single-WAN Gigabit Router o Araknis AN-310-SW-R-8-POE 310-series 8-port L2 Managed Gigabit Switch with Full PoE+

• Other Necessary Requirements:

o 3 x Premium CAT6a LSZH 150m drum, fixings, trunking, connectors, HDMI leads, patch leads, misc, PDU, brushed plates – Qty 3 o 5 x PANASONIC PT-FRQ50WEJ Projector 5200lm 4K/UHD 1DLP Laser Projector o Centralized Control: Users can control multiple IP cameras, microphones, displays, and speakers from a single touch screen interface, simplifying system management.

o System will sit on its own hard-wired network separate from any existing network within the building and contains no WiFi or Bluetooth connection capability.

o Delivery and installation before 1 August 2024 o Standard two-year warranty

4.0 Special Requirements

4.1 Security & Safety

4.1.1 Operational Security (OPSEC): If any installation is required to take place in a Government facility, the Contractor shall be familiar with the organizational critical information and indicators list (CIIL) and OPSEC policy of any installation they require access to. The required CIIL can be provided by the Contracting Officer.

4.1.2 Safety: The Contractor and any of its subcontractors (if applicable) shall promptly report pertinent facts regarding mishaps involving Government property damage or injury to Government/Contractor personnel that takes place on an installation. The Contractor shall notify the cognizant Contracting Officer within 24 hours of all mishaps or incidents. The Contracting Officer will in-turn notify the Safety Office. The Contractor shall cooperate in any resulting safety investigation.

4.2 Contractor Access to Installations: Access to DoD installations is limited to personnel with a valid installation access pass. Failure to submit required information to obtain required documentation will result in the exclusion of such employees from the installation until such documentation is obtained. Contractor employees may be subject to personal, and vehicle searched when entering or leaving a DoD installation. If installation access is required, the Government will provide the Contractor with the required information and documents for installation access passes upon award. Subsequently, the Contractor shall provide a list of all employees along working under this contract, along with the required documentation upon receipt of contract award, and no later than 30 days prior to the projected need for any new installation access pass requirements. The Contractor is responsible for maintaining an adequate number of personnel with active installation access passes, and adhering to the timeframes stated in this section. The cognizant mission partner is responsible for the coordination of installation access passes. Upon termination of employment, termination or cancellation of the contract, or expiration of the contract the Contractor is responsible for collecting employee installation access passes and turning them in to the CO, or the cognizant mission partner in a timely fashion.

4.3 Shipping Instructions

4.3.1 For vendors located inside the United Kingdom.

4.3.1.1 Shipment shall be FOB Destination.

4.3.1.2 All shipping and transit costs must be included as part of the total purchase price submitted to the Government (vendor may either include the shipping in the costs of the items, or outline it in a separate line item).

4.3.1.3 The Government will provide the shipping address as part of the solicitation document. Additionally, the Government will provide the vendor with the point of contact at the physical destination delivery address.

4.3.2 For vendors located outside of the United Kingdom.

4.3.2.1 Option One: United States Postal Service.

4.3.2.1.1 Shipping shall be FOB Destination.

4.3.2.1.2 All shipping and transit costs must be included as part of the total purchase price submitted to the Government (vendor may either included the shipping in the costs of the items, or outline it in a separate line item).

4.3.2.1.3 Weight of individual shipments must not exceed 70lbs.

4.3.2.1.4 Dimensions of individual shipments must not exceed 119 inches in length, and/or 72 inches in width or height.

4.3.2.1.5 Hazardous material is not submitted.

4.3.2.1.6 The Government will provide the APO shipping address as part of the solicitation.

4.3.2.2 Option Two: Commercial small parcel carrier.

4.3.2.2.1 Shipping shall be FOB Destination.

4.3.2.2.2 All shipping and transit costs must be included as part of the total purchase price submitted to the Government (vendor may either included the shipping in the costs of the items, or outline it in a separate line item).

4.3.2.2.3 Weight of individual shipments must not exceed 300lbs.

4.3.2.2.4 Dimensions of individual shipments must not exceed 119 inches in length, and/or 72 inches in width or height.

4.3.2.2.5 The Contractor is responsible for arranging and performing all shipping actions from origin to final destination.

4.3.2.2.6 The Government will provide the shipping address as part of the solicitation document. Additionally, the Government will provide the vendor with the point of contact at the physical destination delivery address.

4.3.2.3 Option Three: Consolidated Shipping Point.

4.3.2.3.1 Shipping shall be FOB Destination.

4.3.2.3.2 All shipping and transit costs must be included as part of the total purchase price submitted to the Government (vendor may either included the shipping in the costs of the items, or outline it in a separate line item).

4.3.2.3.3 Weight of individual shipments must exceed 300lbs.

4.3.2.3.4 Dimensions of individual shipments must exceed 72 inches of any one dimensions (length, width, height).

4.3.2.3.5 Hazardous material may be shipped via this method.

4.3.2.3.6 The Contractor must complete a DD Form 1139 “XXX” to determine if the cargo can be shipped via MILAIR.

4.3.2.3.7 The Contractor shall ensure all cargo is marked “UNITED

STATES AIR FORCE” in order to ensure shipments clear customs.

4.3.2.3.8 48 FW logistics points of contact are provided for in 4.3.3.

4.3.3 Contact Information; 48th Logistical Readiness Squadron (48 LRS)

4.3.3.1 48 LRS/Inbound Customs; 48lrs.lgrddc.inboundcustoms@us.af.mil.

4.3.3.2 48 LRS/Inbound Cargo; 48lrs.inboundcargo@us.af.mil.

4.3.3.3 Commercial phone number; +44 01638 52620.

4.4 Government Furnished Material: Include any information on any Government Furnished Property (GFP) or Government Furnished Equipment (GFE), if applicable.

4.5 Applicable Directives: List any additional directives the Contractor must comply with. Reference the directive to a specific part of the Statement of Work in order to ensure the Contractor clearly understands the requirement.

5.0 Appendix: Related Documents

mailto:48lrs.lgrddc.inboundcustoms@us.af.mil mailto:48lrs.inboundcargo@us.af.mil

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