Attachement 0001 - SOW.docx

Statement of Work (SOW) “360 Immersion Trainer” at Royal Air Force (RAF) Mildenhall “2 Feb 2025”

1.0 Introduction

1.1 Mission: The 360-degree immersion projector room aims to revolutionize training for firefighters, medics, and airmen by creating a realistic, interactive environment. This innovative facility will enhance immersion and engagement across multiple disciplines, fostering operational readiness and proficiency in high-stakes scenarios. The immersive system will serve as a vital resource for the wing and USAFE, supporting diverse training programs such as Fire Officer Training, Tactical Combat Casualty Care (TCCC), medical scenario-based training, EMT and firefighter certification courses, Prime BEEF training, and Rescue Task Force active shooter response.

1.2 Background: To maintain and enhance operational readiness, realistic training environments are crucial for emergency response personnel and airmen. Current training methods, while effective, often lack the dynamic and immersive components that simulate real-world conditions. The fire department already possesses a 360-degree camera, highlighting a cost-efficient opportunity to develop customized, scenario-based training modules. By leveraging this technology, the wing and USAFE can establish a center of excellence for innovative, cross- disciplinary training solutions, promoting collaboration and ensuring personnel are well-prepared for diverse emergencies.

1.3 Scope: The 360-degree immersion system will be user-friendly, operating on a plug-and-play basis. Training scenarios will be customizable using the fire department’s existing 360-degree camera, allowing for tailored content that meets specific operational needs. The system will support interactive modules designed to enhance situational awareness, decision-making, and hands-on practice in a controlled, realistic environment. This facility will serve multiple training applications. Firefighters will benefit from dynamic simulations for size-ups and complex incident management. Medics and airmen will be able to practice life-saving interventions under simulated combat and disaster conditions through Tactical Combat Casualty Care (TCCC) training. Additionally, the room will host USAFE-wide courses, including EMT certification, National Firefighter Certification, and Prime BEEF engineering readiness training. The projected impact of this project includes enhanced operational readiness through immersive, realistic training, and fostered collaboration across units within the wing and USAFE. By utilizing existing resources, such as the 360-degree camera, the project promotes cost-efficiency while establishing the wing as a regional hub for innovative training solutions.

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 the equipment, tools, materials, transportation, safety equipment, training, and any other items necessary to operate the 360 Immersion Trainer.

3.1.1 Company must be sole owner of all equipment, hardware, and software.

3.1.2 Maintenance and Licensing must be annual payments or one time purchase for life of product.

3.1.3 Annual Maintenance/IT package to include refresher training on development software.

3.1.4 Cloud Base Solution to create your own scenes and training programs away from immersive room.

3.1.5 Access to cloud-based content library for immersive room.

3.1.6 All self-created content must be user owned and able to make private.

3.1.7 Interactive projection screens (Touch Screen Capabilities).

3.1.8 Software must give ability for owners to canceled further licensing and maintenance while still having the ability to use created content.

3.2 Equipment Specifics.

3.2.1 360 Projection Capabilities on 4 walls (13ft by 17ft 6in)

3.2.2 Two of the walls must be collapsable/retractable (1x 13ft Wall and 1x 17ft 6in Wall)

3.2.3 Surround Sound Speaker System

3.2.4 RGB Light Control System with ability to set any color and flashing patterns

3.2.5 Scent Diffuser

3.2.6 360 Camera

3.2.7 Standalone PC to run the software/360 projection software that will only hook up to local Wifi

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: None

4.5 Applicable Directives: Contractor must provide a plug and play style software. Minimum 2 training sessions upon initial install.

5.0 Appendix: Related Documents

Quotes and spec sheet attached.

QUOTE

RAF

Date 7 Feb 2025 Quote Number

QU-1222

Reference 4 Walls and FX Package VAT Number 150 3867 17

Immersive Interactive Ltd 26A Princes street Southport Merseyside PR8 1EQ

UNITED KINGDOM (01704) 548396

Content Bundle

Immersive FX Software

Warping & Blend Software

Wall Mounted Cabinet

Optoma ZU500USTe x4

5.1 Amplifier

Bose Speakers x5 iPad 64GB & Case

Scent Dispenser x3

Scent Oil x 3 50ml

LED Lighting

STANDARD

3 Years

Fee

TOTAL NO VAT 0.00

Company Registration No: 8249125. Registered Office: 26a Princes Street, Southport, Merseyside, PR8 1EQ, United Kingdom.

TOTAL GBP 50,540.00

System Diagram

System Requirements

Prerequisites The following prerequisites are automatically added during the installation process:

Visual C++ Redistributable for Visual Studio 2013 Update 5 x86 Visual C++ Redistributable for Visual Studio 2012 Update 4 x86 Visual C++ 2010 SP1 x86 (MFC Security Update) Visual C++ Redistributable for Visual Studio 2015 Update 3 x86 Visual C++ Redistributable for Visual Studio 2015 Update 3 x64 HEVC codec TeamViewer 14 Host 14.5.1691.0 Orbbec Astra win32 driver 4.3.0.9 .net Framework 4.8.1

Internet Access

· During software installation (may be required for application updates)

· To enable users to view web content such as Streetview / youtube

· Occasionally for Teamviewer access for support

· Amazon S3 for content updates

· Note the immersive software connects to the following URLs to access the immersive studio API:

· https://immersive-interactive-s3-prod.s3.amazonaws.com/

· https://api.immersive.co.uk

Required Ports Windows Firewall

External Internet: 80, 443

Internal network

Tablet Controller: 8080, 9999

PC

Player Control: 9950 Launcher: 3333 Control API: 56000 Local player: 9696 Offline service: 7777

Sensor Comms: 3020, 3030, 3040, 3050, 3060, 3070, 3090 Note for tablet control you will therefore need 9999, 7777 and 9696 open on the firewall on the immersive PC in order for the tablet to be able to connect.

Operating System Windows 10/11 (Professional or Enterprise), 64-bit edition

Directories used

Main installation

C:\ProgramData\immersive_ studio Full

\immersive-interactive- desktop Full

\immersive-interactive- desktop\resources\app.asar. unpacked\bin\download Full

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