HVAC Water Treatment - Hot/Cold Water Systems Services for DAS-Owned Buildings

The State of Oregon Department of Administrative Services, State Procurement Services is requesting proposals for HVAC water treatment services for hot and cold water systems across DAS-owned facilities, with proposals due October 5, 2026 and a mandatory pre-proposal conference on September 3, 2026. Oregon goods and services receive a 5% price preference; reciprocal preferences apply for out-of-state proposers.

The scope covers monthly preventative maintenance, testing, repairs, equipment replacement, and technical support for water treatment systems serving heating water systems, cooling towers, and chill water systems at 24 identified DAS-owned buildings located in Salem Area (18 buildings), Portland Area (6 buildings), and Eugene Area (1 building). Building square footage ranges from 2,843 to 285,461 gross square feet. System capacities range from 30 to 4,000,000 BTU, with cooling tonnage from 30 to 400 tons. Site 10 (Labor & Industries) is currently under remodel with equipment to be added later and is excluded from current pricing. Services include monthly inspections with written reports, chemical level adjustments, biocide rotation, corrosion studies, microbiological testing, deposit analysis, and emergency response with a maximum 24-hour response requirement. The contractor must supply all labor, supervision, materials, transportation, equipment, and permits; provide Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Automobile Liability ($1,000,000 combined single limit), and Workers' Compensation insurance; and maintain a second containment system and spill kits.

The maximum not-to-exceed compensation is $5,000,000.00. The contract term is two years with options to renew in two-year increments. The contract includes 45 business day payment terms for completed and accepted services.

Minimum qualifications require six years of relevant HVAC water treatment experience and a passing criminal records check. Evaluation criteria total 330 points: reference checks (30), price proposal (20, with 20 points to lowest bidder, 10 to second lowest, 5 to third lowest), key personnel and resumes (30), sample service report (100), chemical safety data sheets (10), chemical labels (10), written safety procedures (30), and interviews (100). Mandatory interviews are scheduled for October 29, 2026, with Notice of Intent to Award anticipated for November 17, 2026. Questions are due September 18, 2026. Proposers employing 50 or more full-time workers with a contract price exceeding $500,000 must provide a current Pay Equity Certificate. All proposers must complete a Responsibility Inquiry form disclosing financial, material, equipment, facility, and personnel resources and contract performance history over the past five years.