Cooling Tower Treatment, Sampling & Related Services
Closed State & local contract opportunity Posted
- Solicitation number
- 2135558
- State
- New York
- Responses due
Opportunity facts
- Jurisdiction
- Point of contact
-
- Kristy Mediak smithkm@buffalostate.edu (716) 878-3090
Updated .
About this opportunity
Buffalo State University is requesting proposals for cooling tower treatment, sampling, and related services under IFB #25KMM0041, with proposals due July 17, 2026, and questions due June 10, 2026. The resulting contract will span five years with a contract start date in Fall 2026. Mandatory bidder qualifications require a minimum of five years of proven experience in cooling and heating system chemical treatment and servicing.
Critical disqualification filters apply. Contractors must utilize a New York State Department of Health accredited commercial laboratory for Legionella testing. All chemical pesticides and water treatment biocide products must be approved by the New York State Department of Environmental Conservation; vendors proposing non-approved products are automatically disqualified. Chemical products containing phosphorus or phosphorus compounds are prohibited for use in boiler and cooling water systems on campus due to regulatory sewer discharge restrictions; vendors proposing such products are automatically disqualified.
The scope encompasses chemical treatment products and services for three system categories: three large boiler systems, 21 seasonal cooling towers and 14 condenser systems (subject to NYS Department of Health regulation), and approximately 35 small closed-loop heat exchange systems. Services include chemical treatment products and feed equipment; quarterly inspections and monthly biological sampling with 90-day Legionella testing for cooling towers; weekly optional servicing of chemical feed systems; and annual advisement on closed-loop system treatment programs. Pricing must be submitted separately for chemical products by container size, chemical feed equipment on a per-unit or per-part basis, and service visits specified as either cost-per-visit or annual lump-sum pricing, FOB Destination, Freight Prepaid, with all travel and out-of-pocket expenses included.
General liability insurance of at least $1 million per occurrence and $2 million aggregate is required, along with $5 million umbrella coverage. Annual cost adjustments shall not exceed Consumer Price Index guidelines for the Northeast Urban region. Responses to questions are expected by June 26, 2026. Award notification is anticipated in Summer 2026.
Opportunity text
Buffalo State University is hearby giving notice that it is requesting proposals for Cooling Tower Treatment, Sampling, and Related Services. The result of this IFB will be used to award a 5(FIVE) year contract. Mandatory Bidder Qualifications are listed below, and all bid documents are attached directly to this advertisement. Bids will be accepted only from established vendors with a minimum of 5 years with proven experience in providing cooling and heating system chemical treatment & servicing. The University reserves the right to investigate or make any inquiry into the capabilities of any Bidder to properly perform under any resultant contract. All Bidders must complete and submit BSU Bidder Qualifications Submission Form below. The University reserves the right to contact client for references to validate experience and the scope and quality of work. The Bidder is solely responsible for providing contact information for clients that are readily available to be contacted and will respond to questions. If the University is unable to contact a client, the Bidder will be provided with one opportunity, with a deadline, to assist in obtaining cooperation from those clients that have not responded. Contractor must utilize a NYS DOH accredited commercial laboratory for Legionella testing. (in order to meet NYS DOH requirements for maximum allowable water sample holding times and sample testing and reporting timeframes for Legionella. All chemical pesticides, including water treatment biocide products, brought on campus shall be approved by NYS DEC for use in New York State. Vendors that list pesticide products not approved by NYS DEC will be automatically disqualified. Due to regulatory sewer use and discharge restrictions, use of chemical products (including but not limited to corrosion inhibitor products) that contain phosphorus or phosphorus compounds, in boiler and cooling water systems on the Buffalo State University campus is prohibited. Vendors that list phosphorus or phosphorus compounds will be automatically disqualified. Business enterprises awarded an identical or substantially similar procurement contract within the past five years: None Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 6.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 0.00% WBE Goal: 0.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 0.00%
Files
| File | Type | Posted |
|---|---|---|
| 25KMM0041-BSU Bid Questions Submission Worksheet.xlsx | XLSX spreadsheet | |
| IFB#25KMM0041-Cooling Water Tower Treatment, Sampling, & Related Services.docx | DOCX document | |
| BSU Cost Proposal Submission Form.xlsx | XLSX spreadsheet |
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