Attachment 1 - Statement of Work.pdf

Statement of Work (SOW)

48 OG Conference Room AV System, Bldg 1310/1311

RAF Lakenheath

26 July 2026

Project Summary

This project involves the removal of legacy audio-visual equipment and the installation, configuration, and commissioning of a modernized, high-performance AV and Video

Teleconferencing (VTC) system for the 48th Operations Group (OG) Conference Room.

Project Scope

Site Establishment

• Barriers will be set out to segregate the work area if required, and appropriate signage will be displayed, including contact details and Health & Safety requirements.

• Floor and furniture protection will be installed to protect the existing finishes in the conference room as the works progress and will be removed upon completion.

• A signing-in book will be placed on site for all operatives, managers, and visitors along with the site health and safety file containing the induction, Risk and Method Statements (RAMS), the Construction Phase Plan, and other Health, Safety, and Environmental information.

AV Installation & Equipment Works

The contractor shall supply, install, configure, program, and commission a complete, turn-key AV system in the 48th OG Conference Room, integrating the following specific components and requirements:

Visual Displays:

• Supply and install two (2) Sharp PN-M982 98" Large Format Displays with commercial-grade wall mounts.

• Security Requirement: These displays must not contain any wireless (Wi-Fi or Bluetooth) connectivity.

• Configuration: The displays must be configured and daisy-chained to enable identical content to be presented seamlessly on both screens simultaneously.

• Warranty: Equipment price must include a 5-year hardware warranty and annual service checks to maintain warranty compliance.

Signal Routing & Switching:

• One (1) Extron DTP3 T 203 Presentation Switcher.

• Extron "Show Me" Cables compatible with the Extron DTP3 T 203 Presentation Switcher.

• One (1) Extron DTP 230 Receiver (HDMI over Ethernet Receiver) for high-definition long-distance signal extension.

Audio system:

• One (1) Extron XPA 2001 Power Amplifier.

• Six (6) Extron SF 26 CT Ceiling Speakers, evenly distributed to ensure uniform, high-quality audio coverage throughout the entire conference room.

Control System:

• One (1) Extron MLC Plus 100 Media Presentation Controller, fully programmed for intuitive user control of display power, volume levels, and input selection.

Cabling, Shelves & Accessories:

• All necessary professional-grade accessories, including Extron equipment shelves, low-voltage speaker cabling, control cables, high-speed HDMI/Ethernet cables, and power cables.

• All cables must be neatly routed, labeled, and managed within conduit or ceiling pathways, ensuring a completely clean, hazard-free, and professional aesthetic.

Network Integration:

• Ensure network-dependent AV components are integrated appropriately with the base unclassified NIPR network interface where applicable, strictly adhering to base communication security regulations.

Programming & Commissioning

• Full programming of the Extron controller and presentation switcher to ensure complete operational readiness.

• Comprehensive system tuning, including display color/brightness calibration and audio equalization (gain, feedback suppression) to optimize performance for the specific room acoustics.

Handover

• Provide a comprehensive demonstration and hands-on training session on the new AV system for the facility manager and designated 48th OG personnel.

• Provide complete turn-over documentation, including professional wiring schematics, programmed source code (if applicable), warranty registration cards, and quick-start user guides.

• On completion of the works, the area will be offered for final inspection, operational testing, and formal customer acceptance.

Project Requirements

• Contractor must follow all manufacturers’ instructions to ensure products are stored, installed, and configured correctly.

• Contractor must adhere to RAF Lakenheath Asbestos Management and Operation Plan, as well as to UK HSE Asbestos codes of practice (especially when routing cabling through walls or ceiling tiles).

• The contractor is responsible for verifying all technical requirements outlined in this

Statement of Work, including structural mounting capacities, cable pathway distances, and measurements prior to bidding or project kickoff.

• All works must conform to the UK’s HSE CDM and OSHA regulations.

• All works shall comply with JSP 375 - https://www.gov.uk/government/collections/joint-service-publication-jsp.

• The project is to comply with all relevant Unified Facilities Criteria (UFC), National Fire

Protection Association (NFPA) Standards, National Electrical Codes, and Engineering https://www.gov.uk/government/collections/joint-service-publication-jsp https://www.gov.uk/government/collections/joint-service-publication-jsp

Technical Letters (ETLs) together with UK British Standards and all applicable UK regulations, whichever is more onerous.

Specifications/Base Standards/Requirements

• RAF Lakenheath Base Standards/IFS

• Strict compliance with unclassified network infrastructure standards (NIPR) where applicable.

Hours of Work

• Workdays are from Monday through Friday excluding US federal holidays and UK bank holidays. Work hours are from 0730 to 1630 local UK time.

Period of Performance

• The estimated period of performance for this project is 30 days.

Project Deliverables

• The contractor shall be named as “Principle Designer” and Principle Contractor and detailed on the HSE Form 10 if the project is notifiable.

• A Construction Phase H&S Plan laid out as detailed in the CDM requirements will be issued within 10 working days of award of any project.

• All method statements shall be submitted within 10 working days of any project award and shall be inclusive of the following:

- The method statement which shall describe in a logical sequence exactly how the AV removal and installation is to be carried out in a safe manner and without risks to health alongside all control measures.

- How the job shall be properly planned and resourced with the appropriate H&S resources needed for it.

- The method statement which shall highlight how the work is expected to be carried out and the precautions that should be taken, particularly regarding electrical work and working at heights (e.g., ceiling speakers/displays).

• Risk assessments shall be provided within 10 working days of the project award.

• All sub-contractor and specialist RAMS shall be submitted within 15 working days of any project award.

• Comprehensive AV system documentation, including wiring schematics, hardware inventory, and user operation manuals, shall be provided at the time of handover.

• The following information will be provided as deliverables within 10 working days from receipt:

- Confirmation in writing of the Project Manager for the project.

- Confirmation in writing of the Superintendent for the project.

- Confirmation in writing of all works which are to be sub-contracted and details of whom each element of work has been let to.

• The contractor will maintain a site safety folder on site which will be inspected daily by the

Site Manager and updated as the project progresses. This site folder shall contain the following information as a minimum:

- Construction Phase H&S Plan

- F10 where applicable

- RAMS, including all sub-contracted works

- Project scope

- Project programmer

- Induction & Induction Register

- Daily site register

- Contact details of all management involved

- Site/project drawings

- Emergency action plan in the event of any emergency

- Waste disposal certificates (especially for old electronics/WEEE waste) and carriers licenses

- Environment impact assessment

Appendix: Related Documents

Bldg 1310/1311 Floorplan