Attachment 1 - Draft Statement of Work.pdf

Statement of Work

(SOW)

Croughton Crown Community Center Annex Audiovisual System Upgrade at Royal Air Force (RAF) Croughton

11 April 2022

1.0 Introduction

1.1 Mission

The mission of the Croughton Crown Community Center Annex is to provide meeting, conference, and official function capabilities when the Community Activities Center is unavailable. This audiovisual upgrade will modernize the technological capabilities across the entire facility.

1.2 Background

The Community Center Annex has hosted functions including senior military leader visits, military retirement ceremonies, promotion ceremonies, unit and group training meetings, and a variety of community morale events. Events sometimes reach up to 150 total guests.

1.3 Scope

The work requires professional installation of new audiovisual equipment appropriate to the layout and lighting of the rooms in the Community Center Annex. The final outcome should bring a professional atmosphere, easy-to-operate platform, and overall performance and functionality comparable to multi-million dollar corporations.

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 Government’s 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

The Contractor shall be solely responsible for the performance of any subcontractors, and provide the management necessary to integrate work executed under this contract.

2.4 Hour 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 Specifications/Installation/Delivery Requirements

3.1 Utility Room

The utility room contains the current audiovisual system and storage rack. The rack should be re-utilized, if possible. The new system must include all necessary equipment to enable the connectivity of the sources from the Ballroom to each shown in Figure 1. Where possible, existing audiovisual cables and conduit should be re-utilized. The system must allow for Bluetooth connectivity and the ‘casting’ of music/playlists to the system. The central rack system must be able to be controlled from the rack itself and also from the Ballroom and other rooms using portable tablet technology of suitable capability to provide user-friendly control of the system as outlined in this statement of work. The tablet should have a screen size of 10-inches measured diagonally or larger.

3.2 Ballroom

The Ballroom will feature a large projection system capable of displaying computer and video sources along with a sophisticated audio teleconferencing and audio system.

3.2.1 Audio

The Contractor will remove all currently installed external speakers and ensure any holes in the wall are properly filled or re-used for installation of new speakers. New high-quality speakers in a quantity suitable for the room size as determined by professional standards, will be installed in manner to provide both low-volume coverage throughout the room and also with the ability to have an increased level of volumes for functions that require it. The system must provide both hand-held and lapel or headset microphones in a quantity of two of each type (total of four). The total system must have inputs for television, juke box, lead, and modern DJ inputs available for independent operation apart from the other rooms. The system configuration must permit additional connectivity to external sources that allows professional or internal services such as DJ audio devices (External Line Return (XLR) and RCA connections) to host karaoke with lyrics displayed on the televisions.

3.2.2 Display

The Contractor will remove all currently installed projector and projector screens and ensure any holes are properly filled or re-used for installation of newly provided and installed ceiling-mounted projector and projector screen. The projector will be aimed directly at the projector screen to be installed in the location and position shown in Figure

1. The projector models must be adequate to display clearly and brightly amidst the lighting of the room using quality projection. The projector will need to be properly connected into the central control and audio system.

3.2.3 Sources

The Contractor will provide and install HDMI connections in two locations of the room indicated in Figure 1 to enable laptops or computers to connect and display through the projectors with audio through the sound system.

3.3 Sports Bar

The Sports Bar room will feature television displays and audio system to extend the audiovisual inputs from the Ballroom as additional viewing points. The television will be capable of displaying live and streamed television when not needed as additional viewing points.

3.3.1 Audio

The Contractor will remove all currently installed external speakers and ensure any holes in the wall are properly filled or re-used for installation of new speakers. New high-quality speakers in a quantity suitable for the room size as determined by professional standards, will be installed in manner to provide both low-volume coverage throughout the room and also with the ability to have an increased level of volumes for functions that require it. The system must enable duplication of the source audiovisual of the Ballroom or be operated independently in the room. No microphone is necessary in this area.

3.3.2 Display

The Contractor will provide and install four High-Definition Light Emitting Display (LED) televisions displayed throughout the room. Each television will be of a size and weight to be safely mounted without risk of falling. The televisions will need to be properly connected into the central control and audio system with the ability to duplicate the display of the Ballroom and be operated independently. Project also requires a link with HDMI capability to connect commercial television sources (such as a Sky Box) and output to the three televisions in the room, and sound connectivity through the amplifier.

All wiring should be run in a manner to remain hidden from customer view to present a professional appearance.

3.4 Outdoor Patio

The patio is used during nice weather and as occasional overflow for events in the Ballroom and/or Sports Bar.

3.4.1 Audio

The Contractor will replace the existing outdoor speakers with top-end speakers and install a link from the current system configuration to the Utility Room system to extend the sounds from Ballroom functions. The speakers must also be available to play music or audio from Sports Bar audio/video inputs. All wiring necessary should be run in a manner to remain hidden from customer view (i.e. inside walls or ceilings). Contractor will provide a new amplifier and any other equipment necessary to meet functionality requirements.

3.5 Conservatory

The conservatory is used as overflow to Sports Bar, Ballroom, and independently for special events.

3.5.1 Audio

The Contractor will replace the existing outdoor speakers with top-end speakers and install a link from the current system configuration to the Utility Room system to extend the sounds from Ballroom functions. The speakers must also be available to play music or audio from Sports Bar audio/video inputs. All wiring necessary should be run in a manner to remain hidden from customer view (i.e. inside walls or ceilings). Contractor will provide a new amplifier and any other equipment necessary to meet functionality requirements.

4.0 Special Requirements

4.1 Security & Safety

4.1.1 Security

Contractor personnel must have photo identification carried at all times to permit escort onto the installation.

4.1.1.1 Operational Security (OPSEC)

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 the contractor from the installation until such documentation is obtained. Contractors who do not possess a valid installation access pass will be restricted from the workplace until the pass is activated. The contractor employees may be subject to personal and vehicle searched when entering or leaving a DoD installation. The customer will provide the Contractor with the required information and documents for installation access passes. 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 60 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. All commercial vehicles will be required to be searched and must enter the installation using the Large Vehicle Inspection Site (LVIS). Drivers must provide valid driver’s license, vehicle registration, and any applicable insurance documents to clear the search area.

4.3 Shipping Instructions/Consolidation Point

4.4 Government Furnished Material

4.4.1 Customer shall provide:

4.4.1.1 Work completion time within each room requiring work around scheduled events within the facility. There may be times that work in one room may be accomplished that are not conducive for another.

4.4.1.2 Provide access to all conduit, cable trays, cable, plates and panels, enclosures, power circuits, and power connections needed for completion of the project.

4.4.1.3 Provide existing client-furnished equipment in good working order for integration into the audiovisual.

4.4.1.4 Provide directions for motor vehicle access and parking of work vehicles.

4.4.1.5 Provide a clear delivery path through the building including access to service corridors and storage, as necessary.

4.4.1.6 Client shall sign the final completion forms.

4.4.2 Contractor shall:

4.4.2.1 Develop system build drawings.

4.4.2.2 Plan installation crew scheduling.

4.4.2.3 Order and stage audiovisual equipment necessary to fulfill this statement of work.

4.4.2.4 Install rack mounted equipment into audiovisual rack, wires, and test for full functionality as outlined.

4.4.2.5 Program control tablet to user-friendly operation of audiovisual system (system on/off, volume up/down, microphone mute/un-mute, display/input selection, etc.)

4.4.2.6 Develop the control system program, as necessary.

4.4.2.7 Deliver and set up wired and tested audiovisual rack as well as the remainder of the audiovisual equipment.

4.4.2.8 Install audiovisual equipment as described in Section 3.

4.4.2.9 Validate the wall-backing is sufficient to support the weight of all wall-mounted displays or other wall-mounted devices to appropriate U.S. and U.K. safety standards.

4.4.2.10 Adjust visual displays, as needed.

4.4.2.11 Test and debug the control system program.

4.4.2.12 Test, equalize, and set audio system gain structure and other audio processors, as needed.

4.4.2.13 Set up and test microphones.

4.4.2.14 Obtain signed Final Completion Acceptance from Owner or Owner’s Agent.

4.4.2.15 Provide a one-year warranty on the audiovisual equipment and labor from the date of completion.

4.4.2.16 Client furnished equipment is not covered under this warranty.

4.4.2.17 Covers all parts and labor needed for equipment breakdown, excluding lamps, filters and image retained optical surfaces and assemblies.

4.5 Environmental Requirements

All work must adhere to UK and US environmental regulations applicable to the scope of this work.

4.6 Applicable Directives

- N/A

5.0 Appendix: Related Documents

System Reference Diagram - Figure 1 Figure 1.

Sports Bar

Conservatory

Ballroom

Utility Room

Outside Patio

Projector Screen Location