B676561_Statement of Work_FINAL.pdf

UUR

Lawrence Livermore National Laboratory June 1, 2026

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Statement of Work: Fiducial Flashpole Product Subject

This Statement of Work (SOW) defines the specific tasks, deliverables, schedule, and acceptance criteria for the assessment, design, development, prototyping, testing, and delivery of a new and improved fiducial flash system for Lawrence Livermore National Laboratory (LLNL).

Background and Summary

LLNL’s Independent Diagnostic Scoring System (LIDSS) team develops and deploys a fiducial flashpole on marine assets (rafts). These flashpoles emit a bright “flash” during photo capture to provide light beacon location markers on the collected photographs for size and location data analysis. Timing on everything is critical due to the nature of the high velocity subjects captured. The current flashpole (pictured below) has experienced reliability issues primarily related to environmental exposure and humidity ingress leading to electrical shorts and frequent field maintenance requirements. The existing design places the LiPo battery directly beneath the LED compartment inside the flashpole head.

Therefore, removal for external charging creates a more significant point of environmental intrusion and its location at the top of the pole makes replacement and maintenance difficult for field personnel.

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Product Requirements

Optical Performance & Functionality

1. Flash brightness shall meet or exceed the current LLNL 432-LED flashpole system estimated at 500k lumens. The vendor must provide performance data showing the new proposed flashpole provides greater luminous output than the existing model.

2. Flash pulse timing shall operate at 1 Hz or less. Meaning flash ON duration of 50 ms or greater and an OFF duration of 950 ms or less.

3. Light output shall provide uniform 360° and upward visibility to ensure consistent detection by surrounding rafts and overhead drone imaging systems.

4. The flashpole shall accept an external trigger signal from onboard raft instrumentation (referred to as CORE) to initiate its flash.

5. The flashpole shall include an internal triggering capability through an integrated photodiode sensor to initiate its flash. Internal trigger requirements will be provided by LLNL.

6. The flashpole shall log internal trigger events, including timestamp and other LLNL-specified parameters. Logged data shall be stored on the flashpole and be accessible for field download.

7. (Optional) Ability to distinguish a set number of flashpoles from another by unique signature detectable from final captured images.

Electrical & Firmware

8. The flashpole firmware shall either be fully modifiable by LLNL engineers or be supported by the manufacturer for bug fixes and future feature enhancements throughout the supported life of the product.

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9. The flashpole shall support simple firmware updates and rollbacks, allowing LLNL personnel to install different firmware versions in the field without specialized equipment or factory service.

10. The flashpole shall support operation from either a dedicated onboard battery or a 24V onboard power bus. Compatibility with 12V and 48V power buses is strongly desired.

11. Electrical operation shall comply with applicable standard electronic safety practices or LLNL electrical safety requirements. Systems operating above 50V shall require approval through the LLNL AHJ Electrical Safety process or other certification (e.g. UL or ETL).

Environmental Protection & Reliability Acceptance Criteria

12. The system shall be protected against saltwater splashes and temporary saltwater immersion through compliance with IP67 or an equivalent protection method (e.g., conformal coating) that provides comparable environmental protection.

13. The design shall operate at 100% relative humidity at 36°C (97°F). It will minimize or mitigate humidity intrusion to prevent corrosion, electrical shorts, and other environmental failures.

14. The flashpole shall operate within an external temperature range of -5 °C to 50 °C (23 °F to 122 °F). Power density and heat sinking need to be appropriate for expected higher temperatures in deployment conditions around the equator or desert environments.

15. UV exposure and environmental conditions shall not degrade electrical or mechanical performance for a minimum service life of 3 years without required repairs.

16. Sustained operation shall support continuous 1 Hz flashing without thermal runaway, battery degradation, or electronic damage for either (a) a minimum of 1 hour of continuous operation, or (b) a minimum of 5 minutes of continuous operation followed by automatic thermal shutdown and recovery. Reduced flash rates of up to once every 15 seconds are acceptable for thermal recovery.

Mechanical & Structural Requirements

17. Total flashpole system weight shall be less than the current 14 lb design, with the isolated flashpole weight desired below 7 lb.

18. The system shall withstand a 3 ft drop onto steel plate and concrete surfaces without functional damage.

19. The system shall withstand transportation and deployment vibration/shock loads, including truck transport, cargo-container shipment, and open-ocean raft operation (while mounted at the top of a 16 ft pole on an 8 ft wide raft in open-ocean conditions), including random vibration from 5–500 Hz at 1.04 Grms and dynamic multi-axis loading of at least 3 g without structural, electrical, or functional degradation

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20. The system shall maintain structural integrity and full functionality when stored and transported horizontally and when installed and operated vertically on deployed assets.

Field Operations & Maintainability

21. The flashpole shall include a diagnostic test mode capable of low-level illumination of individual LED sections to allow field personnel to identify electrical or optical faults, as normal flash operation cannot be evaluated through human observation.

22. Field setup, charging, connection, operation, teardown, and storage shall be simple and efficient for field personnel.

23. Maintenance shall be minimal, with seals and replaceable components designed for straightforward diagnosis and servicing.

24. A service and maintenance plan, including troubleshooting guidance, recommended maintenance intervals, and replacement procedures, shall be provided with the system.

Warranty & Lifecycle Support

25. The manufacturer shall provide a minimum 3-year warranty covering operation within the specified environmental and operational conditions. Any unexpected maintenance or repair required within the warranty period shall be covered by the manufacturer.

Schedule and Timeline

• Design work shall be completed within 26 weeks of contract start.

Phase 1: Requirements & Initial Design This phase defines the system requirements and develops the initial design approach.

Work includes measuring the existing system performance, selecting candidate LEDs and power approaches, developing preliminary electrical and mechanical designs, and creating an initial concept drawing of the proposed system.

Deliverables:

• Baseline performance report

• Preliminary concept drawing and architecture package

• Updated requirements and verification processes

• Initial design review package

• Initial design group presentation (recommended to present onsite)

Phase 2: Detailed Design, Build & Testing This phase completes the detailed design, builds prototype, and verifies performance through testing. Work includes fabrication, assembly, integration, environmental testing, and design updates based on test results and LLNL feedback.

Deliverables:

• Prototype units

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• Verification and test reports

• Detailed design package

• Operator and maintenance documentation

• Critical Design Review group presentation (recommended to present onsite)

Phase 3: Production Readiness & Final Delivery This phase prepares the system for long-term production, support, and deployment.

Work includes final design updates, manufacturing planning, final documentation, maintenance planning, and delivery of all required technical data and ownership materials.

Deliverables:

• Final production-ready design package

• Manufacturing and support plan

• Service and maintenance plan

• Final production unit ready for mission use

• Shipping and deployment hardware (Custom shipping Pelican?)

• Intellectual property escrow or transfer package, if applicable

• Final design group presentation (recommended to present onsite)

Final Product Deliverables

• A finished production-representative unit shall be delivered in addition to any prototype units developed throughout the design process for evaluation and testing.

• All required documentation, including assembly instructions, maintenance procedures, operating guidance, troubleshooting information, and service documentation, shall be delivered prior to or upon completion of the contract.

Manufacturer Expectations

• The manufacturer shall have the capability to produce and deliver up to 100 fully assembled production units within 3 months of design contract completion.

• The manufacturer shall demonstrate the ability to manufacture or otherwise provide the finished product, replacement parts, and support for a minimum of 10 years.

Payment Information

• Contract payments shall be divided into three milestone-based phases. Payment for each phase shall be contingent upon successful completion of the corresponding deliverables, milestones, and acceptance criteria defined in the contract.