20272022 COE IRFP HVAC Boiler and Chiller Water Treatment and Related Services final.pdf

Informal Request for Proposal

HVAC Boiler and Chilled Water Treatment and Related Services

Solicitation No. IRFP 20272022

Due Date and Time:

Thursday, November 18, 2026 at 2:00pm

MANDATORY PRE-PROPOSAL CONFERENCE

Wednesday, November 5, 2026 at 9:00am

210 Cheshire Ave Eugene OR 97401

CITY OF EUGENE

Central Services Finance Division/Purchasing

500 East 4th Avenue, Suite 303 Eugene, Oregon 97401

The Purchasing Office is closed to the public except by appointment.

Rev 3/2026 IRFP# and Title Page 2

I. INVITATION TO SUBMIT PROPOSALS

CITY OF EUGENE INFORMAL REQUEST FOR PROPOSALS

Solicitation No. IRFP 20272022

Notice to Proposers Pursuant to ORS 279B.070 and City of Eugene Administration Order 44-25-01-F, Public Contracting Rule (City Rule) 137-047-0270, proposals for HVAC Boiler and Chilled Water Treatment and Related Services for the City of Eugene will be accepted by the Purchasing Office until November 18, 2026 at 2:00pm PST. Proposals shall be valid for ninety (90) days after opening unless otherwise specified in the specifications. This Informal Request for Proposals does not commit the City to pay any costs incurred by any Proposer in the submission of a proposal.

Project Description In general, the work the City of Eugene requires is an experienced, certified vendor to provide a full-service turnkey HVAC water treatment services, chemicals, and maintenance program for water heating and cooling equipment at 10 locations within the city.

Solicitation Documents Solicitation documents may be electronically accessed by logging in to OregonBuys. To view solicitations issued by the City of Eugene, navigate to Supplier Activities, select the Open Bids icon, and choose Advanced Search. Then, click Select Organization and select City of Eugene from the list of available entities.

A copy of the solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Proposers are required to submit their proposals through OregonBuys prior to the specified due date and time. Detailed submission instructions are provided by the City of Eugene and must be followed to ensure a successful submission. To request a copy of the submission instructions, please email the Purchasing Analyst. Proposers requiring technical assistance with OregonBuys should contact the Supplier Help Desk at support.oregonbuys@oregon.gov or by phone at 1-855-800-5046.

Emailed submissions will only be accepted if prior written approval has been granted by the Purchasing Analyst.

Pre-proposal Conference There is a mandatory walk-through meeting at 210 Cheshire Ave. on Thursday, November 5, 2026 at 9:00 AM. There will be a Contractor/Proposer sign-in sheet. City staff and Proposers will travel to each site from there. The City cannot provide transportation. Only Proposers in attendance and who have signed in at the beginning of the walk-through meeting will be eligible to submit a Proposal. Statements made by the City’s representatives at the pre-proposal meeting are not binding upon the City unless confirmed by written addendum issued under Section II (7.0) of this IRFP.

Single Point of Contact City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below.

Dated: October 28, 2026

Jennifer Lunsford https://oregonbuys.gov/bso/ https://www.eugene-or.gov/DocumentCenter/View/68662/OregonBuys-COE-Supplier-Bid-Proposal-Submittal?bidId= mailto:support.oregonbuys@oregon.gov

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Purchasing Analyst - AIC jlunsford@eugene-or.gov

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II. INSTRUCTIONS TO PROPOSERS

1. STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The Proposer shall make no alterations or additional stipulations on the Standard Proposal Form. Alteration of any part of the Standard Proposal Form content may cause the proposal to be considered non-responsive.

1.2. Complete sets of Informal Request for Proposal (IRFP) documents shall be used in preparing proposals.

2. SUBMISSION

2.1. Proposers must submit their proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046.

2.2. Proposer is responsible for submitting their proposal prior to the closing time and date.

Late Proposals will not be accepted. The City is not responsible for any delays caused by computer/email issues of any sort.

2.3. Oral, telephonic, telegraphic, or faxed proposals are invalid and will not be considered.

Emailed proposals may be considered if pre-approved by the Purchasing Analyst.

3. PROPOSAL MODIFICATIONS

3.1. Any questions, clarifications, modifications, or substitutions of the specifications or contract shall be delivered to the Purchasing Analyst via email in conformance with City Rule 137-047-0440(1), and no less than ten (10) calendar days PRIOR to the solicitation closing and submitted separately from the solicitation response. Contents of questions, clarifications, modifications, or substitutions should include a reference to the page or item being addressed, the reason and any proposed alterations. Questions, clarifications, modifications, or substitutions included with the response to the solicitation may cause it to be considered non-responsive.

3.2. Whenever a process is designated or a manufacturer’s name, brand, or item is designated or described, it shall be understood that the words, “or equal” follow such name, designation, or description, whether in fact they do so or not, unless no substitution is stated in the specifications. Proposers shall submit to the City their intent to offer an approved equal no later than ten (10) calendar days prior to the proposal closing. Include detailed specifications, cut sheets, and modifications necessary that would make the proposed item equal to the desired specifications.

3.3. Approval of alternate materials and equipment shall rest solely with the City and all Proposers shall be notified of such approval by addenda prior to closing.

3.4. Any written addendum issued which includes changes, corrections, additions, interpretations, or information and issued more than seventy-two (72) hours before the scheduled closing time for filing proposals, shall be binding upon the Proposer.

3.5. Proposals may be modified by written notification on company letterhead signed by an authorized person, stating that the new document supersedes or modifies the prior proposal.

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://oregonbuys.gov/bso/ mailto:support.oregonbuys@oregon.gov

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3.6. Proposals may be withdrawn by written notification on company letterhead signed by an authorized person and received prior to the time and date set for closing or as otherwise authorized by City public contracting Rule 137-047-0440.

4. CONSIDERATION OF PROPOSALS

It is the intent of the City to award a contract to the Proposer whose proposal will best serve the interest of the City based on evaluation factors contained in Section V of this IRFP, provided the proposal has been submitted in accordance with the requirements of these IRFP documents and does not exceed City funds available.

5. MATERIAL PURCHASES

5.1. The price offered must be exclusive of any sales, purchaser, or consumer tax. Tax exemption certificates will be furnished upon request. Packing and transportation expenses are the responsibility of the Proposer. All prices quoted must be F.O.B.

Destination, Freight Prepaid and Allowed, delivered and unloaded at delivery address listed.

5.2. Include complete standard warranty information and factory specifications on the equipment offered. For the warranty, include the length of time, covered components, repair site (city or contractor site) and availability of parts and service not covered under the warranty. If an extended warranty is available, include details of the extended warranty.

5.3. The City shall give preference to materials and supplies manufactured from recycled materials when available at a cost no greater than five (5) percent above the cost of comparable products manufactured from virgin materials. Subsequent Contract or purchase order award will be based on these criteria and may contain applicable standard contract provisions as required by law.

6. PUBLIC RECORDS

6.1. This IRFP and one copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a proposal contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following:

“This data constitutes a trade secret under ORS 192.345(2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.”

6.2. The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.

6.3. The above restrictions may not include cost or price information which must be open to public inspection.

7. ADDENDA AND INTERPRETATIONS

7.1. Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and Proposers shall receive addenda per City

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Rule 137-047-0430, and as follows: City will not mail notice of addenda but will publish any addenda on the OregonBuys site. Addenda may be downloaded off of OregonBuys.

Proposers should frequently check OregonBuys until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

7.2. All responses to a properly submitted Request for Clarification or Change will be provided via addenda, as set forth above.

7.3. Any written addendum issued which includes changes, corrections, additions, interpretations, or information and issued in accordance with City Rule 137-047-0430(3) shall be binding upon the Proposer.

8. NONDISCRIMINATION

Submittal of a proposal in response to this IRFP evidences Proposer’s agreement that, in performing the work called for by this IRFP and in securing and supplying materials, Proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, physical or mental handicap, national origin, or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority-owned, woman-owned, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned, controlled by, or that employs a disabled veteran as defined in ORS 408.225.

9. PROTEST OF AWARD

Protests and remedies under this IRFP are exclusively governed by ORS 279B.415.

10. RESERVED RIGHTS

The City reserves the right:

A. To reject any proposals not in compliance with all prescribed public bidding procedures and requirements.

B. To reject for good cause any or all proposals upon the City’s written finding that it is in the public interest to do so.

C. To reject any proposals not meeting or differing from the specifications set forth herein.

D. To waive any or all informalities in the proposals submitted.

E. To consider the competency and responsibility of Proposers in making any awards.

F. In the event two or more proposals are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

G. In the event any Proposer or Proposers to whom a Contract is awarded shall default in executing said contract, or in furnishing a satisfactory performance bond within the time and manner herein after specified, to re-award the Contract to another Proposer or Proposers.

H. To extend the deadline for submitting proposals.

I. To negotiate additions or deletions to offered goods and contract price.

J. To seek other proposals, if deemed in the public interest.

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11. CONTRACT AWARD

Submittal of a proposal evidences Proposer’s intent to execute and be bound by the terms of the attached contract. The City may enter contract negotiations regarding any open terms with the highest ranked Proposer. During negotiations, the City may require any additional information it deems necessary to clarify the approach and understanding of the requested goods or services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify the level of work and associated fees and costs that best represent the goods and services required.

12. ANNOUNCED AWARDEE

It is anticipated that a tentative contract awardee will be announced in writing to each proposer within [30] days from the date of opening. The announcement is for procedural purposes only and does not create any contractual rights in the tentative contract award.

The City will not be bound to the tentative contract awardee until a contract has been executed by the City.

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III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awardee will be expected to support the City’s goals by implementing the following strategies where applicable.

1. WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.1. Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer is to ship goods utilizing one or more of the following methods:

a. Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

b. Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

c. Eliminate non-essential parts of packaging, such as individual wrapping of components;

d. Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

e. No point of purchase material or promotional literature.

1.2. The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3. Contractor is expected to prevent, reduce, recycle or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2. IDLING REDUCTION

In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1. The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.2. The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

2.3. Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

http://www.eugene-or.gov/sustainpurch

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3. ENVIRONMENTALLY PREFERRED PRODUCTS

3.1. To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract uses environmentally preferable products in production of City work products.

3.2. The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

o Energy Efficient o Reusable or upgradeable o Recyclable o Contains post-consumer recycled materials o Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or o Are certified by an independent accredited third-party program such as EcoLogo or ENERGY STAR.

3.3. The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4. SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.” The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XI D=2315&TN=oregon4biz to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at https://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz https://ofp.dasapp.oregon.gov/

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IV. ANTICIPATED SOLICITATION SCHEDULE

The following is the anticipated schedule for submission and review of proposals and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the bid submittal deadline will be made by an addendum to this solicitation.

ACTIVITY DATE

Solicitation advertised……………………………………..………………October 28, 2026

Mandatory walk-through meeting …………………………….November 5, 2026 at 9:00 am

Last date to request changes, clarifications…………………November 12, 2026 at 5:00 pm

Last date for solicitation protest………………………………November 12, 2026 at 5:00 pm

Deadline for issuing addenda to solicitation……………………November 16, 2026

Proposal Closing ………………………………………………November 18, 2026 at 2:00pm

Notice of Intent to Award……………………………………no later than December 5, 2026

The City reserves the right to delay any of the dates set forth above, if it is determined to be in the best public interest to do so. The contract shall become effective upon execution by the City.

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V. REQUIREMENTS / SPECIFICATIONS

The City of Eugene requires an experienced and certified HVAC water treatment service vendor to provide a full-service HVAC water treatment and preventive maintenance program on hot and chilled water equipment that includes water treatment chemicals as well as monthly monitoring, maintenance, testing, and reporting at the best price possible. The City’s intent is to award a five-year contract for these Services.

Service Requirements

1. Proposer and Proposer’s firm must have at least 3 years’ experience as a certified HVAC water treatment service provider with certified water technologists capable of analyzing water quality and maintaining water treatment equipment.

2. The Proposer and Proposer’s individual employees who will provide these Services must pass a City of Eugene background check.

3. Provide monthly site visits to conduct monitoring of heating HVAC water boilers, cooling towers, chillers, and chemical feed systems. Monthly water treatment system reports sent to City Facilities division staff.

4. Provide external, internal, and discharge water treatment services as outlined below as well as the removal of any unused chemicals and disposal of all empty containers

5. All locations will receive the monthly site services and the Proposer is required to schedule them with the City’s Facilities division.

City HVAC Boiler and Chiller Locations Site

1. Amazon Community Center swimming pool

2. Echo Hollow Community Center swimming pool

3. Sheldon Community Center swimming pool

4. The Atrium building at 99 W. 10th Avenue

5. Eugene Public Library at 100 W. 10th Avenue

6. The Hult Center at 1 Eugene Center

7. The Overpark parking structure at 1000 W. 10th Avenue

8. City Hall at 500 E 4th Ave

9. The Eugene Springfield Fire Station #1 at 1705 W. 2nd Avenue

10. The Eugene-Springfield Fire Station #2 training facility at 1705 W.2nd

HVAC Boiler and Chiller Water Treatment Product Requirements

1. Water quality chemical treatment for HVAC systems shall minimize corrosion, scale buildup, and biological growth for optimum efficiency of HVAC equipment without creating

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2. Use manufacturer-recommended equipment and chemicals for testing pH, TDS, inhibitor, chloride, alkalinity, phosphate, silica and hardness; oxygen scavenger and testable polymer tests for high-pressure boilers, and oxidizing biocide test for open cooling systems.

3. Chemicals must be industrial and toxicologically safe to minimize any personnel and equipment exposure to hazardous conditions.

4. HVAC water chemical treatment should be based on the quality of water available, HVAC system equipment material characteristics, and functional performance characteristics.

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VI. PROPOSAL SUBMITTAL REQUIREMENTS

Proposals must be submitted in accordance with the submission requirements listed in Section II, Instructions to Proposers. Your proposal must contain all the information requested in the submittal category below. A completeness check will be conducted for each proposal. An incomplete submittal will cause the proposal to be deemed “non-responsive” and not eligible to continue further in the IRFP process. A complete submittal will make the proposal a “responsive proposal” to be further evaluated for possible inclusion on the short list as described below.

Submittals Proposer must submit all of the following required forms and documents for a complete Proposal submittal:

1. COVER LETTERCompany’s Experience & Staff Qualifications. The Proposer’s cover letter should not exceed two pages in length and must be signed by an individual with authority to bind the organization to the terms quoted in the Request for Proposal. The cover letter must contain:

a. On company letterhead, please describe: the number of years in business, the number of employees and their roles and the history of the company.

b. Describe your company’s experience capabilities, equipment, specialties, licenses and any other information which will indicate your company’s ability to complete work.

c. Describe your company’s experience working with public agencies similar to the City of Eugene or large businesses who have various facilities.

d. Tell us why your company is interested in providing these Services.

2. STANDARD PROPOSAL FORM. (not scored) This must be complete and signed.

3. SERVICE PLAN. Respond to all questions fully and completely.

4. PROPOSAL P RICING. Must be complete for all nine locations.

REFERENCES. (not scored). List three references of clients of comparable size and complexity to the City whom the City may contact regarding the quality of Services and products.

Evaluation Criteria Evaluation of the written response portion to the IRFP will be based on a point system. The written responses will be used to determine the short list of Proposers for further evaluation. The possible point values are listed by each evaluation category. Items will be scored up to the maximum point value indicated in parentheses. An evaluation committee will review the responses and score points for each category. Please see the following SECTION VI.

PROPOSAL EVALUATION PROCEDURES for a summary of the complete evaluation process.

1. Cover letter on company letterhead (20 points)

2. Standard Proposal Form (required, not scored)

3. Service Plan (45 points)

4. Proposal Pricing (35 points)

5. References (required, not scored)

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Written Proposal Total Possible Points: 100

The Purchasing Agent responsible for the solicitation may contact Proposers for clarification of proposals; however, no additions, deletions, or substitutions may be made to proposals that cannot be termed as clarifications. Proposer’s responses to questions should restate the question and provide the clarification requested.

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VII. PROPOSAL EVALUATION PROCEDURES

Each proposal submitted in response to this IRFP that conforms in all material respects with the requirements set forth in the Solicitation Documents and all requirements of the Oregon Public Contracting Code and City of Eugene Public Contracting Regulations shall be deemed a “responsive proposal”. The City will notify any Proposers who submitted a non-responsive proposal to inform them that it did not meet the requirements and will therefore not be considered for contract award.

A. EVALUATION OF WRITTEN PROPOSALS:

The City will evaluate each responsive proposal in accordance with Rule 137-048-0220(4)(b) and the criteria described in Section VI of this IRFP on a point system.

A ‘responsive proposal’ means a proposal that conforms in all material respects with the requirements set forth in the Solicitation Documents and all requirements of the Oregon Public Contracting Code and City of Eugene Public Contracting Rules. Proposers of non-responsive proposals will be notified that they did not meet the requirements and will be disqualified for further consideration.

B. USE OF SHORT LIST / NEGOTIATION:

At the conclusion of the rated criteria evaluation process of the written proposals and prior to selection, the City may continue the evaluation process with Responsive Proposers who have the highest criteria ratings (the short list). The City may expand or decrease the short list if, in the opinion of the Purchasing Manager, the number of proposals or the quality of the proposals warrants an increase or decrease in the number of Responsive Proposers on the short list. The City may decide to forego evaluation of a short list and award the contract to the highest rated Proposer from evaluation of written proposals, subject to satisfactory agreement as to preliminary design, budget, and remaining unresolved contract issues.

Evaluation of Short List. Evaluation of the Short List will be based on criteria developed by the evaluation committee prior to the commencement of Short List evaluation. These criteria and procedures for evaluation will be issued out as an addendum to the Proposers on the Short List. Criteria used as evaluation methods may include interviews, modified design plans, work samples, demonstrations, inspections, site visits, or other testing or examinations.

Discussions and Negotiations Pursuant to 137-048-0220(4)(c), the City may commence discussions and negotiations with the highest ranked Proposer after evaluating all responsive proposals in accordance with the evaluation criteria set forth in the IRFP.

Negotiation with Highest Ranked Proposal. The City’s evaluation team shall not exhibit favoritism and will evaluate and rank the short list proposals using the methods described above. The City will begin negotiations with the highest ranked Proposer in accordance with City Rule 137-047-0270(3). The City may only negotiate an alternative term or condition submitted by a short list Proposer if the alternative term or condition is reasonably related to the following terms or conditions:

1. The City may not negotiate specifications less than those stated as the minimum acceptable in this IRFP or via addenda issued prior to the solicitation closing date;

2. Price;

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3. The manner in which the services are to be performed or the quality or type of materials to be supplied;

4. Contract terms and provisions that the City would like to change.

C. ACTION UPON FAILURE TO EXECUTE CONTRACT.

In the event a contract cannot be negotiated with the highest ranked Proposer, regardless of whether the City evaluates a short list or selects the highest ranked Proposer based on written proposal evaluations, negotiations will be discontinued, and the City will start contract negotiations with the next highest ranked Proposer. Nothing in this IRFP shall restrict or prohibit the City from canceling the solicitation at any time.

SELECTION PROCESS AND NOTICE OF INTENT TO AWARD:

Notice of the intent to award will only be given to Responsive Proposers. Final award will depend upon the execution of an acceptable contract and evidence of insurance, if required, and may be withdrawn by the City at any time prior to execution of the contract by the City.

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VIII. STANDARD PROPOSAL FORM

City of Eugene Solicitation No. IRFP 20272022 Due Date and Time: Thursday, November 18, 2026 at 2:00pm

I, the undersigned, and authorized representative of (Company Name) certify the following:

Acknowledgement of terms, conditions and specifications

1. I have read, understand and agree to be bound by the terms, conditions, and contract provisions included in the solicitation documents as well as all addenda issued for this solicitation. I agree to fulfill the requirements to furnish all material, labor, or to perform all work as herein indicated in strict accordance with the solicitation documents as well as all addenda issued for this solicitation. I have fully availed myself to the location or conditions under which the work is to be performed.

2. The Proposer has carefully checked the figures entered in the Form, has carefully reviewed for accuracy all statements in this proposal and attachments, and agrees that the City will not be responsible for any errors or omissions of the proposer in preparing this proposal. The proposer agrees that this proposal may not be revoked or withdrawn for ninety (90) calendar days after the date on which proposals are received.

3. Contract Execution; Insurance. The Proposer agrees that it will, within ten calendar days of receiving a Contract from the City, execute and return it to the City with insurance documentation as required.

4. Addenda. The proposer acknowledges that it has received the following Addenda No(s):

and agrees that all addenda issued are a part of the Contract Documents and have been considered in preparing this proposal.

(Proposer: insert the number of each addendum received; if no addenda were received, write “NONE” in the space.)

Compliance with Laws Proposer hereby agrees to comply with all applicable Oregon public contracting code provisions, as more specifically described in the attached contract and associated Exhibit A.

Proposer attests that it complied with the applicable state and local tax laws including, but not limited to, ORS 305.385, ORS 305.620, ORS chapters 316, 317, and 318 for no fewer than six years into the past from signature and will continue to comply with the tax laws during the term of this contract. ____ initials.

Access to Plant or Place of Business Proposer agrees that the City may enter a contractor’s or subcontractor’s plant or place of business during normal business hours for the following purposes: inspect and/or test supplies or services for acceptance by the City pursuant to the terms of the Contract and investigate the Proposer’s minority business certification or other Proposer qualifications.

Residency Proposer is _____ is not _____ an Oregon Resident Contractor.

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An Oregon Resident Contractor, as defined by ORS 279A.120, means a contractor that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the proposal, and has a business address in this state.

If proposer is not an Oregon Resident Contractor, indicate the proposer’s state of residence below.

State of Residence. _____________________

Cooperative Purchasing The Proposer _____agrees _____disagrees to extend the terms, conditions and prices of the original City of Eugene contract to any other governmental agency. Pursuant to ORS 279A.215, other governmental agencies may establish contracts or price agreements under the terms, conditions and prices of the original contract. Agency/agencies shall have the power and authority to contract directly with the successful vendor(s).

Certification of Nondiscrimination Proposer has not and will not discriminate against a subcontractor in the awarding of a subcontract because a subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225.

Noncollusion The Proposer certifies that the offer has been arrived at by the Proposer, independently, and has been submitted without collusion with, and without any agreement, understanding or planned course of action with, any other contractor, Proposer, or vendor on materials, supplies, equipment or services, described in the solicitation documents, designed to limit independent offers or competition. The contents of the Proposal herein presented and made have not been communicated by the Proposer or their employees or agents to any person not an employee or agent of the Proposer or its surety on any bond furnished with the solicitation and will not be communicated to any such person prior the closing time of the solicitation.

We therefore offer the following equipment/service at the prices indicated hereon in fulfillment of the requirements and specifications contained within the solicitation documents and all addenda.

PROPOSAL SERVICE PLAN

HVAC Boiler and Chilled Water Treatment Services Responses to the following questions are required to be considered for Contract award. Please limit responses for each question to no more than a single page.

Responses to the following questions also must contain sufficient detail to facilitate an equitable evaluation of your proposal. Incomplete, illegible, or vague responses will receive a lower score.

When possible, cite published industry standards or other nationally recognized standards your company uses to benchmark performance or quality.

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Proposer’s Service plan includes monthly Services by location including testing, maintenance, reporting, equipment, and chemicals. It will also include sustainability efforts and company capabilities.

Location Services (25 points)

1. Describe in detail the cleaning, monitoring, testing, analysis, and reporting services that your company will provide for each City location.

2. Include the chemicals used for the HVAC water treatment services by type, brand, and monthly quantity.

Site Services Chemicals- brand

& monthly quantity

Amazon Community Center swimming pool

Echo Hollow Community Center

IRFP# and Title Page 20

Sheldon Community Center and

The Atrium building at 99 W. 10th Avenue

Eugene Public Library at 100 W. 10th

IRFP# and Title Page 21

The Hult Center at 1 Eugene Center

The Overpark parking structure at 1000 W.

10th

City Hall at 500 E 4th Ave

IRFP# and Title Page 22

The Eugene Springfield Fire Station #1 at 1705 W. 2nd

The Eugene- Springfield Fire Station #2 training facility at 1705 W.2nd

Quality Control (10 points)

1. Describe the quality control measures you use to ensure consistently high-quality services including delivery, service performance, and customer service.

2. Explain the expected performance levels of the products you propose: this should include expected corrosion rates, expressed in mils per year. If the product is of a biostatic nature, explain what levels of biological growth should be acceptable if the product is applied at recommended dosages.

3. Specify your company’s specific qualitative and quantitative procedures of evaluating or analyzing actual product levels. They should also include recommended parameters for all products, expressed in either terms of parts per million or milligrams per liter.

IRFP# and Title Page 23

4. Include all Product Data Sheets specifying overall product description and application guidelines as attachments.

Sustainability and Safety: (10 points) The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose.

1. Describe your company’s safety processes and procedures. Include any environmentally preferred (EPP) and recycled products your company will use.

2. Include as attachments all Safety Data Sheets (SDS) for all products that are to be applied as part of the HVAC water treatment Services plan

3. Explain your company’s procedures for the removal for any unused chemicals and the disposal of all empty containers.

4. Describe any other environmental, energy-efficient, or sustainability your company practices.

Proposal Pricing (35 points) Site Monthly Price Total annual

1. Amazon Community Center swimming pool

2. Echo Hollow Community Center swimming

IRFP# and Title Page 24

3. Sheldon Community Center swimming pool

4. The Atrium building at 99 W. 10th Avenue

5. Eugene Public Library at 100 W. 10th

6. The Hult Center at 1 Eugene Center

7. The Overpark parking structure at 1000 W.

10th Avenue

8. City Hall at 500 E 4th Ave

9. The Eugene Springfield Fire Station #1 at 1705 W. 2nd Avenue

10. The Eugene-Springfield Fire Station #2 training facility at 1705 W.2nd

GRAND TOTALS

If you offer a Prompt Payment Discount, specify the discount rate that would apply to the invoice total _________% and the number of days in which the City would have to pay the invoice after receipt in order to qualify for the discount ____ (days).

IRFP# and Title Page 25

REFERENCES FORM

PROPOSER’S BUSINESS NAME:

#1

Company: Contact Name:

Address: City, State, Zip:

Phone Number: Email:

Project Name and Location:

Year and Project Description:

#2

IRFP# and Title Page 26

#3

Completion/Delivery Date:

The Proposer agrees, if awarded the contract or a direct purchase, to begin the Services within ten (10) days after receipt of purchase order or notice to proceed is received from the City of Eugene.

Proposal Submitted By:

Name: ________________________________ Title:__________________________________

Signature: Date:

Company Name:_____________________________________

Address:________________________________________________

Phone: _______________________________ Email:______________________________

Company contact for this project (if different from above):

Name:_________________________________ Title: ____________________________

Phone: Email :

IRFP# and Title Page 27

SUBMITTED FORMS

Requirement Initials

Cover Letter

Standard Proposal Form

Proposer Services Plan

Proposal Pricing

References Form

IRFP# and Title Page 28

Company contact for this project (if different from above):

Name:_________________________________ Title: ____________________________

Phone: Email :

Rev. 08/2026 Contract # xxxx-xxxxx Page 29

IX. SAMPLE CONTRACT

City of Eugene Facility TRADE SERVICES CONTRACT

Project Title

BETWEEN: The City of Eugene, (City) an Oregon Municipal Corporation

AND: _________, (Contractor) a __________ organized and existing under the laws of the State of __________

CONTRACT NO.: _____ - _____

EFFECTIVE DATE: _____

RECITALS

A. Contractor is engaged in the business of _____, and has obtained and currently holds all licenses, permits, certifications, bonds, or other authorization required by federal, state, and local laws or regulations to engage in such business.

B. City is the owner of the _____ (the "Facility"), located at _____ in the city of Eugene, Lane County, Oregon and wishes to engage the Contractor at the Facility to perform and deliver the type of Services provided by Contractor.

C. The Contract described herein was awarded under the under the exemption or procedure authorized by City of Eugene Administrative Order 44-25-01-F, Public Contracting Rules 2025, Rule_________.

D. Contractor has represented that it is qualified to perform the Services required hereunder and desires to enter into an Agreement with City on the terms set forth below.

AGREEMENT

1. Incorporation of Exhibits; Definitions; Contractor’s Representations and Warranties.

1.1 Exhibits. The Contract between the parties (the “Contract”) includes and incorporates into this document (this “Agreement”) all of the following, which are listed in order of precedence:

1.1.1 Exhibit A. Exhibit A summarizes certain federal, state and municipal laws that apply to government contracts. The provisions of Exhibit A are statements of law and may not be modified.

1.1.2 Other Exhibits. This Contract also includes and incorporates the following exhibits. The provisions of this Agreement will have priority over all conflicting provisions of the following exhibits.

MACIEL Erica A Insert alternate rule references

(change if over $25K or a Qualified Pool Participant and reference solicitation)

Rev. 08/2026 Contract # xxxx-xxxxx Page 30

Exhibit B Statement of Work / Scope of Services Exhibit C Compensation Schedule

1.2 Definitions. With the exception of proper nouns, capitalized terms not otherwise defined herein shall have the following meanings.

1.2.1 “Agreement” means this document, entitled Trade Services Contract and ending with the signatures of all parties.

1.2.2 “Contract” means the written statement of the parties’ mutual and respective agreements, promises, undertaking and rights as set forth in this Agreement and all incorporated exhibits.

1.2.3 “Services” means all of the products and Services to be provided by Contractor under the Contract, as described in Exhibit B.

1.3 Contractor’s Representations and Warranties. Contractor makes the following representations and warranties to City:

1.3.1 Contractor and Contractor’s personnel are and will at all times hereunder hold all licenses, permits, certifications, bonds or other authorization required by federal, state, and local laws or regulations to perform the Services.

1.3.2 As of the date of execution hereof, there are no claims, suits, or proceedings, or threats thereof, seeking to enjoin the execution of the Contract by Contractor or the effect of which could prevent Contractor from performing or having the authority to perform the Services.

1.3.3 Neither the execution of the Contract nor the performance of the Services will constitute a breach or violation of any other contract, agreement, or law by which Contractor is bound or to which Contractor or any of its personnel who will perform the Services are subject.

2. Services.

2.1 Term. Contractor shall begin to provide the Services on _____ or, if later, as soon as this Agreement has been executed by all parties (the "Commencement Date").

The initial term of the Contract shall expire, unless terminated or renewed, on the expiration date shown in the caption of this Agreement. Contract may be renewed for additional terms upon mutual written agreement of the Parties.

2.2 Renewal. Upon completion of the initial term, the City may elect to extend the Contract for up to three (3) additional one-year terms by mutual agreement of the parties.

2.3 Security. If the Services will be performed on City property, Contractor will comply with all of City’s security policies and procedures.

MACIEL Erica A Change as needed to meet the needs of this Contract. INSERT, “No renewals available” IF A NON-RENEWABLE CONTRACT.

If additional renewal terms are necessary or desirable, staff should consider how many renewal terms are appropriate and the length of those terms.

Rev. 08/2026 Contract # xxxx-xxxxx Page 31

2.3.1 Contractor is responsible for ensuring building and site security while on the site. Contractor will adhere to all building rules, regulations and procedures while on-site.

2.3.2 It is required by the City that all of Contractor’s employees working on City sites be subject to a Eugene Police Department (EPD) security background check prior to being allowed access to a City site to perform work. The City will provide Contractor with security background check forms. Completed forms will be returned to the Facility Operations/Maintenance Manager, 210 Cheshire Ave., Eugene, OR 97401. Contractor employees failing to meet minimum EPD security standards will not be permitted on-site. Basic criteria for rejection includes any felony conviction or any conviction of a Class A misdemeanor within the last two years. Disqualification may also be based on arrests still pending in the courts, weapons offenses, or any pattern of behavior EPD considers a security risk. EPD will be the sole judge of whether a Contractor’s employee meets the requirements for passing the security background check.

Decisions by EPD are final and not subject to appeal.

2.3.3 City Vendor ID/Access Control badges will be issued by the Facility Management Division at 210 Cheshire Avenue by appointment, only.

Appointments may be scheduled by calling (541) 682-2690.

2.3.4 Contractor is responsible for all costs related to obtaining security clearances, badges. and replacement badges. Additionally, Contractor is responsible for the care and safe keeping of all Vendor ID/Access Control badges issued to Contractor and/or Contractor’s employees. Contractor is responsible for immediately reporting all lost or stolen badges to the Facility Management Division at (541) 682-2690.

2.3.5 Appropriate Vendor ID/Access Control badges must be carried by Contractor employees and visibly displayed at all times when on City sites. Contractor employees without proper identification will not be allowed on-site.

2.3.6 All City-issued Vendor ID/Access Control badges are the property of the City and Contractor is responsible for immediately returning all Vendor ID/Access Control badges to the City at the Facilities office at 210 Cheshire Avenue upon termination of the Contract.

3. Compensation. Subject to City’s right of offset for breach, Contractor will bill City for the Services by submitting periodic invoices that conform to the requirements of Exhibit C.

Payment shall be made net 30 days after City's receipt of an invoice from Contractor itemizing the Services performed. Notwithstanding the foregoing, City will have the right to withhold payment for any item which City disputes in good faith, provided that City pays for all non-disputed items and takes commercially reasonable action to resolve the dispute.

4. City's Obligations. City shall have the following obligations with respect to performance of the Services:

Rev. 08/2026 Contract # xxxx-xxxxx Page 32

4.1 Maintenance. Except for Contractor's obligations specified in this Agreement, City shall maintain the structural integrity of the Facility in good condition and repair, as determined by City.

5 Performance of Services. Contractor shall perform the Services with a high degree of professionalism consistent with industry standards, and shall at all times during the term of the Contract strictly comply with the following requirements:

5.1 Supervision. Contractor shall appoint, subject to City's approval, a full-time qualified supervisor of Contractor's operations in the Facility who shall have full authority to act for and on behalf of Contractor. The supervisor shall be available during regular business hours. At all times during the supervisor's absence, a designated subordinate shall be in charge and available at the Facility.

6 Force Majeure. Neither City nor Contractor are responsible for any failure to perform or for any delay in the performance of any obligation under this Contract caused by public health emergency, fire, riot, acts of God, terrorism, war, or any other cause which is beyond the breaching party’s reasonable control. Contractor shall, however, make all reasonable efforts to remove or eliminate the cause of Contractor’s delay or breach and shall, upon the cessation of the cause, continue performing under this contract.