BlueBox Chiller Units Supply BPA - Performance Work Statement Draft.pdf

DRAFT

U.S. AIR FORCE

AVIANO AIR BASE

BLANKET PURCHASE AGREEMENT FOR

BLUEBOX CHILLER UNITS SUPPLY

PERFORMANCE WORK STATEMENT

REVISION NO. 01

12-Jun-2025

THIS PAGE IS INTENTIONALLY LEFT BLANK

TABLE OF CONTENTS

1 Introduction

1.1 Background

1.2 Definitions

1.3 Acronyms

2 Scope

2.1 General

2.2 Description

3 Work Requirements

3.1 Law Compliance

3.2 Supply Location

3.3 Delivery Time

3.4 Upload, Transportation, and Download

3.5 Safety/Health Requirements

3.5.1 Host Nation Law Compliance

3.5.2 Safety and Health Program

3.5.3 Training

3.5.4 Safety Briefing

3.5.5 Interferential Risks

3.5.6 Prompt Report of Injuries, Accidents, and/or Damages

3.5.7 Alcohol and Drug Prohibition

3.6 Damages to Government Furnished Property

3.7 Security Requirements

3.7.1 Base Access

3.7.2 Restricted/Controlled Areas

3.7.3 Vehicles

3.8 Contractor’s Personnel

3.9 Final Payment

4 Product Requirements

4.1 Product Compliance

4.2 Fixed-Price List

4.3 Product Configuration

4.4 Closeout Documentation

1 INTRODUCTION

1.1 BACKGROUND

Chiller units are a primary HVAC asset that ensures continuity of service and functionality to buildings of Aviano Air Base in terms of temperature and humidity conditions. Cooling generating systems are therefore subject to periodic replacement plans based on asset management’s determinations, such as for example condition index evaluations, residual life, and/or brand standardization efforts.

1.2 DEFINITIONS

At least the following definitions apply:

• Contractor: a supplier or vendor awarded a contract to provide specific supplies or services to the U.S. Government; the term used in this contract refers to the prime.

• Sub-Contractor: a supplier or vendor that is hired by the Contractor and does not have any contract with the U.S. Government.

• Contracting Officer: a person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note:

The only individual who can legally bind the government.

• Authorized Caller: a person with authority to place supply calls against this Blanket Purchase Agreement.

• Deliverable: anything that can be physically delivered but may include non-manufactured things, such as (but not limited to) design and/or closeout documentation, reports, meeting minutes.

• Quality Control: all necessary measures taken by the Contractor to assure that the quality of an end product shall meet contract requirements.

1.3 ACRONYMS

At least the following acronyms apply:

• CCE Contracting Center of Excellence

• CFR Code of Federal Regulations

• CONUS Continental United States (excludes Alaska and Hawaii)

• COTS Commercial-Off-the-Shelf

• DAF Department of the Air Force

• DD254 Department of Defense Contract Security

Requirement List

• DAFFARS Department of the Air Force Federal Acquisition

Regulation Supplement

• DFARS Defense Federal Acquisition Regulation Supplement

• DOD Department of Defense

• FAR Federal Acquisition Regulation

• CO Contracting Officer

• OCI Organizational Conflict of Interest

• OCONUS Outside Continental United States (includes

Alaska and Hawaii)

• ODC Other Direct Costs

• PIPO Phase In/Phase Out

• POC Point of Contact

• PRS Performance Requirements Summary

• PWS Performance Work Statement

• QC Quality Control

• QCP Quality Control Program

• TE Technical Exhibit

2 SCOPE

2.1 GENERAL

The purpose of this document is to list and describe the technical requirements of chiller units to be supplied under this Blanket Purchase Agreement (hereinafter referred to as BPA).

2.2 DESCRIPTION

The Contractor shall provide all material, manpower, and other direct costs (such as, but not limited to, equipment, supplies, tools, upload, transportation, download, disposal, supervision, etc.) necessary to perform chiller units supply, as defined in this Performance Work Statement, except for those items specified as government furnished property and services. The contractor shall adhere to the standards in this contract. In general, the Contractor shall incorporate any cost that is necessary for the proper execution of the supply that is object of the contract.

3 WORK REQUIREMENTS

3.1 LAW COMPLIANCE

The Contractor shall be responsible for ensuring that the supply is carried out in compliance with all laws, standards, and regulations in force. The Contractor shall always comply with said applicable documents to properly ensure a correct execution of the supply in a professional and workmanlike manner, and in conformity with the methods and times described in this Performance Work Statement, as a whole, which shall in any case be guaranteed and accepted unconditionally by the competitors during the offer submission phase. This statement of work serves as general information only and shall not limit Contractor’s responsibility or obligation to perform all tasks within applicable laws, regulations, and standards, as well as manufacturers’ recommendations.

3.2 SUPPLY LOCATION

Chiller units shall be supplied and delivered to Aviano Air Base, Italy.

A specific facility number will be indicated as accurate location of supply at the moment of each authorized call.

3.3 DELIVERY TIME

The Contractor has 50 working days to supply the units object of each specific authorized call from the time of the purchase notification by the Contracting Officer or any other Authorized Caller.

In case of justified and/or majeure force reasons and in any case after proper notification to the Contracting Officer and/or Authorized Caller in written form, the Contractor shall be allowed to postpone the delivery of the units to a maximum of 10 more working days beyond the scheduled delivery date.

3.4 UPLOAD, TRANSPORTATION, AND DOWNLOAD

The Contractor shall be responsible for any required packaging, upload, transportation, and download task that is necessary to perform the supply to the designated site.

3.5 SAFETY/HEALTH REQUIREMENTS

3.5.1 HOST NATION LAW COMPLIANCE

Contractor’s personnel engaged in the performance of this project shall strictly observe at any time all applicable safety laws and regulations, in particular (but not limited to) Italian law D.Lgs.

81/2008 (and any subsequent modification and integration). The Contractor shall make sure that all personnel involved in the execution of the project follows safe work procedures at any time while performing works.

3.5.2 SAFETY AND HEALTH PROGRAM

The Contractor shall develop and maintain a Safety and Occupational Health Program which meets all applicable Aviano Air Base’s and Italian laws and standards, including (but not limited to) the requirements outlined in the AFI “Air Force Occupational Safety, Fire, and Health Standards”, DAFMAN 91-203, and Italian law D.Lgs. 81/2008 (and any subsequent modification and integration).

3.5.3 TRAINING

The Contractor shall ensure that all his employees are properly equipped, trained and qualified to perform their job from a technical-professional standpoint. The Contractor shall ensure safety trainings to the working personnel, including emergency maneuver trainings (such as the ones about first aid and firefighting). The Contractor shall ensure that all the workers involved in this project wear and utilize proper safety equipment in accordance with applicable laws and regulations, in particular (but not limited to) Personal Protective Equipment (PPE) and clothing during their job.

3.5.4 SAFETY BRIEFING

Prior to starting any activity (including any site inspection), the Contractor shall take part in a safety briefing held by an Aviano Air Base’s Ground Safety Office’s representative (31 FW/SEG, 31FW.SEG@us.af.mil) about applicable safety regulations of the installation.

3.5.5 INTERFERENTIAL RISKS

Prior to starting any activity, the Contractor shall contact the Prevention and Protection Office of Aviano Air Base (31 FW/CCPP, mailto:31FW.SEG@us.af.mil

31FW.CCPP.DUVRI@us.af.mil) to fulfill the requirements of article no.

26 of Italian law D.Lgs. 81/2008 (and any subsequent modification and integration) about workplace safety.

3.5.6 PROMPT REPORT OF INJURIES, ACCIDENTS, AND/OR DAMAGES

If Contractor’s employees, or Government Customers, are injured or Government assets are damaged, the Contractor shall promptly inform the CO who, in turn, will inform the 31 FW/SEG (commercial phone number 0434- 30-7233, Building 1413, Area F), 31 FW/CCPP (0434-30-5709, Building 1472, Area F) and 31 CONS/PKB.

Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact.

Provide a completed copy of required Accident Investigation Reports to the CO within 5 working days after incident occurrence.

If injuries are life threatening, the Contractor shall immediately contact either the corresponding local emergency responders or the on-base emergency responders via phone at 0434-30-1911.

A completed copy of the required Accident Investigation Reports shall be provided to the Contracting Officer within five calendar days from each occurrence. If injuries are life-threatening, the Contractor shall immediately contact either the corresponding local emergency responders or the on-Base emergency responders via phone at 0434 30- 1911.

3.5.7 ALCOHOL AND DRUG PROHIBITION

Consumption of and/or being under the influence of alcohol (to include smelling of alcohol) or drugs while on duty is strictly prohibited. At the direction of the Contracting Officer, Contractor’s personnel found to be or suspected to be under the influence of alcohol or drugs during duty will be immediately removed from duty. Upon notification, the Contractor shall provide a qualified replacement immediately and at no additional costs to the U.S. Government.

3.6 DAMAGES TO GOVERNMENT FURNISHED PROPERTY

While performing supply tasks, the Contractor shall not damage any

U.S. Government’s property. The Contractor will be held liable for any damage caused to U.S. Government Furnished Property (GFP) or service as a result of his activity.

mailto:31FW.CCPP.DUVRI@us.af.mil

The Contractor shall not leave any debris or left-over material after the completion of the supply activities.

3.7 SECURITY REQUIREMENTS

3.7.1 BASE ACCESS

U.S. Government will provide coordination for Contractor’s vehicles, personnel and equipment to enter Aviano Air Base.

At all times while on Base, all personnel shall comply with the applicable installation’s security regulations and shall obey the security instructions and procedures given by the military security personnel, including (but not limited to) occasional operational requirements, real world activities, or emergencies.

The Contractor shall comply with all Aviano Air Base policies regarding entry to the installation, rules of the road, contingency operations compliance, and photography prohibitions. Contractor employees are only authorized to entry the Installation for the purpose of work under this contract and are not authorized in other facilities or areas without prior U.S. Government authorization.

The Contractor shall obtain all necessary entry pass badges (LVIS Gate) for all working personnel, as well as any other item required for access to perform contract works at Aviano Air Base. The Contractor shall submit requests for passes and base pass renewal in due time as per LVIS Gate directions to ensure there is no disruption of works.

The Contractor is responsible for returning identification cards and other credentials or items issued by the U.S. Government upon the termination of employees or upon the termination of the contract and prior to final payment.

The Contractor is also informed that entry requirements might be subject to changes due to specific situations. For this reason, the Contractor should plan any potential delay because of increased and ever-changing security procedures. U.S. Government will not be responsible for providing material or manpower for these activities and will not be held liable for unproductive time and other related costs due to delays for unannounced suspension of work due to military operations, exercises and/or for security reasons.

3.7.2 RESTRICTED/CONTROLLED AREAS

Works within restricted/controlled areas shall require Contractor’s personnel compliance with various levels of security and entry control procedures. The Contractor shall ensure all Contractor’s employees performing works in secured areas are subject to the necessary control checks and always comply with the applicable regulations for this type of area.

3.7.3 VEHICLES

Contractor’s vehicles shall be always maintained in a safe and operational condition while on Aviano Air Base, as well as being compliant with documents required by law.

Contractor’s vehicles and drivers shall comply with all installation’s road traffic regulations.

All vehicles used by the Contractor for this project might be weighed at U.S. Governments’ decision.

Parking of Contractor’s vehicles shall not interfere with and shall have a limited impact on Aviano Air Base’s activities.

Trucks loaded with loose material that can create dust, debris or falling hazards shall be properly secured and covered.

3.8 CONTRACTOR’S PERSONNEL

The Contractor shall have a representative person (POC, Point of

Contact), with telephone number and e-mail address, able to interact with U.S. Government’s personnel.

Contractor’s personnel shall be able to speak and understand English language such as to facilitate the performance of the supply activities.

Contractor’s personnel shall be easily recognizable while on the installation in conjunction with this project. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo.

3.9 FINAL PAYMENT

The Contractor shall be paid after each supply call and after submission of an accurate invoice for the completed work once it is considered deemed satisfactory.

4 PRODUCT REQUIREMENTS

4.1 PRODUCT COMPLIANCE

The Contractor shall ensure that chiller units comply with any applicable law, regulation, and standard in force. In particular (but not limited to), the Contractor shall make sure that any chiller unit:

• is compliant with any applicable law and regulation about workplace safety, in particular (but not limited to) Italian Law D.Lgs.

81/2008 (and any subsequent integration and modification);

• is compliant with any applicable host nation and European law and regulation concerning authorizations for product manufacturing, import, and market placing;

• is covered by a warranty of at least 24 months from the date of delivery of the chiller unit to Aviano Air Base;

• is brand-new, perfectly functioning, and built in a workmanlike manner.

4.2 FIXED-PRICE LIST

The Contractor is required to provide a fixed-price list for the mere supply of the following series of chiller units reported in BlueBox Cooling and Heating Product Overview:

• Zeta Sky;

• Tetris Sky;

• Epsilon Sky;

all of said series being considerable for either only-cooling or heat pump mode.

The Contractor is required to update said price list at least once a year and, in any case, whenever a modification of any product’s technical specifications occur. If a specific chiller unit is subject to any modification or is withdrawn from the market, the Contractor is in charge of notifying said change and shall either remove it from the pricelist or replace it with an equivalent model after providing hard copy of an official declaration, stamped and signed by a manufacturer’s legal representative.

The Contractor is responsible for supplying, at the same prices, terms and conditions, the latest model in production of the technical documentation offered in the tender, if the latter has been replaced, after the award and before installation, by a different model with superior technical characteristics.

Authorized callers will select chiller units from the updated price list available at the moment of the call.

4.3 PRODUCT CONFIGURATION

Each supply call shall be configured based on the following configuration parameters:

• type: only-cooling or heat-pump mode;

• hydronic configuration:

o standard;

o no. 1 circulating pump;

o no. 1 circulating pump with accumulation tank;

o no. 2 circulating pumps;

o no. 2 circulating pumps with accumulation tank;

• cooling thermal power in kW (if only-cooling mode);

• heating thermal power in kW (if heat-pump mode).

4.4 CLOSEOUT DOCUMENTATION

The Contractor is responsible for providing to the Contracting Officer all the final closeout documentation pertaining to the chiller unit and in any case required to ensure and certify compliance of the supplied products with the applicable laws, regulations, and standards in force.

Said closeout documentation shall be provided to the U.S. Government:

• at the maximum after 10 working days from the date of the supply:

• in both CD-ROM format and in 3 paper copies;

• in both Italian and English language.

In particular, but not limited to, the following closeout documentation shall be provided for each chiller unit supplied:

• EC declaration of conformity (“Dichiarazione di Conformità CE”), as per applicable European regulations and directives in force;

• operation and maintenance manual, including (but not limited to) manufacturer’s recommendations for a workmanlike installation;

• spare parts list;

• any material safety datasheet;

• certification of Energy-related-Products (ErP), proving compliance with European Directive 2009/125/CE (Ecodesign) and with European Regulations 2016/2281 tier 1 and 2013/813 tier 2;

• certification of Eurovent Certified Performance;

• technical datasheet with the main technical characteristics, including (but not limited to) information about:

o electrical connection;

o number of compressors;

o number of refrigeration circuits;

o type of refrigeration gas, and related quantity in kg;

The Contracting Officer is in charge of forwarding said closeout documentation to the authorized caller for any necessary review action that might be needed. The caller has 10 working days to review said closeout documentation and to highlight any lack and/or discrepancy to the Contractor, if needed. At this point the Contractor has 10 more working days to perform the necessary modifications and/or adjustments, and to resubmit the closeout documentation. In case of further doubts, the Contractor shall be available to attend at least one meeting for clarification purposes with the Contracting Officer and the authorized caller to remedy the highlighted errors and/or discrepancies.