COE IRFP HVAC Boiler and Chiller Water Treatment and Related Services

The City of Eugene, Oregon is soliciting proposals under Informal Request for Proposal COE IRFP HVAC Boiler and Chiller Water Treatment and Related Services, with a mandatory pre-proposal conference and walk-through on November 5, 2026 at 9:00 a.m. and proposals due November 18, 2026 at 2:00 p.m. through OregonBuys. Only proposers who attend and sign in at the conference are eligible to submit.

The City requires an experienced, certified vendor providing full-service turnkey water treatment, chemicals, and maintenance for boiler and chiller systems at ten city locations in Lane County. Proposers must have at least three years of experience as certified HVAC water treatment service providers with certified water technologists, pass background checks, and provide three references of comparable clients. Services include monthly site visits for monitoring, testing, maintenance, and reporting at three community center swimming pools, city buildings, the library, the Hult Center, a parking structure, City Hall, and two fire stations. Proposals must address water quality chemical treatment requirements, quality control, performance standards including corrosion rates, product and safety data sheets, and sustainability practices including waste reduction, idling reduction, and environmentally preferred products. Vendors must carry $2,000,000 commercial general liability insurance (combined single limit) and $2,000,000 automobile liability insurance, and comply with City facility security and access badge requirements.

The City encourages, but does not require, certified minority, women, and emerging small business enterprises, disadvantaged business enterprises, and Oregon Forward Contractors at prime and subcontracting levels. Pricing is requested for all ten locations on monthly and annual bases, and the City will consider prompt payment discounts.

The City intends to award a five-year contract with up to three additional one-year renewal terms by mutual agreement, and it anticipates announcing a tentative awardee within 30 days of opening. Evaluation uses a 100-point scale: cover letter (20 points), service plan (45 points), and proposal pricing (35 points). Responsive proposals may advance to a short list for further evaluation and negotiation.