Vaux School Chemical Water Treatment Services RFP

The Philadelphia Housing Authority is requesting proposals for chemical water treatment services at Vaux School and potentially other PHA facilities, with proposals due November 20, 2026, and a mandatory pre-bid site visit on October 26, 2026 at 9:00 a.m. at Holmecrest (8133 Erdrick Place, Philadelphia, PA 19136).

The scope encompasses technical support for chilled water systems, steam boilers, hot water boilers, and heating hot water closed loops. Services include monthly on-site water analysis visits, equipment maintenance and calibration, chemical supply and application, staff training, and comprehensive reporting. Deliverables are electronic field service reports within three days of each visit, quarterly management meetings, biannual written goals documentation, and twice-yearly four-hour training sessions for PHA personnel. Contractors must hold professional certifications and provide business licenses and Pennsylvania business qualification documentation. References from clients served within the past 12–18 months are required, along with a performance plan and approach.

Pricing shall be submitted as unit prices for scheduled monthly visits and unscheduled service calls at each system and site. Contractors may add a surcharge not exceeding 10 percent to documented parts and materials costs, subject to PHA approval prior to purchase. A minimum 90-day warranty on all replacement parts and repairs is mandatory; failed parts must be replaced at no charge and failed repairs re-performed at no cost to PHA. Performance standards impose a 50 percent payment reduction if water quality maintenance fails for two consecutive weeks or longer.

PHA has stated a best estimate of need but cannot guarantee any level of work beyond a Guaranteed Minimum purchase; other units not listed may be added during the contract term. PHA is the primary funding source and reserves the right to procure services on behalf of affiliated entities and subsidiaries, with an operating budget exceeding $300 million annually. All proposals must be submitted electronically through the PHA Bonfire portal.