COE IRFP HVAC Boiler and Chiller Water Treatment and Related Services

The City of Eugene requires 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.

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

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

• Amazon Community Center swimming pool
• Echo Hollow Community Center swimming pool
• Sheldon Community Center swimming pool
• The Atrium building at 99 W. 10th Avenue
• Eugene Public Library at 100 W. 10th Avenue
• The Hult Center at 1 Eugene Center
• The Overpark parking structure at 1000 W. 10th Avenue
• City Hall at 500 E 4th Ave
• The Eugene Springfield Fire Station #1 at 1705 W. 2nd Avenue
• The Eugene-Springfield Fire Station #2 training facility at 1705 W.2nd

HVAC Boiler and Chiller Water Treatment Product Requirements

• Water quality chemical treatment for HVAC systems shall minimize corrosion, scale buildup, and biological growth for optimum efficiency of HVAC equipment without creating a hazard or environmental impact to operating personnel or the larger environment and waterways.
• 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.
• Chemicals must be industrial and toxicologically safe to minimize any personnel and equipment exposure to hazardous conditions.
• HVAC water chemical treatment should be based on the quality of water available, HVAC system equipment material characteristics, and functional performance characteristics.

Proposers are required to submit their proposals through OregonBuys prior to the specified due date and time. Emailed submissions will only be accepted if prior written approval has been granted by the Purchasing Analyst.

Proposals shall be valid for ninety (90) days after opening unless otherwise specified in the specifications.

**Mandatory** walk-through meeting at 210 Cheshire Ave. on Thursday, November 5, 2026 at 9:00 AM. Only Proposers in attendance and who have signed in at the beginning of the walk-through meeting will be eligible to submit a Proposal.

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.

Evaluation Criteria

• Cover letter on company letterhead (20 points)
• Standard Proposal Form (required, not scored)
• Service Plan (45 points)
• Proposal Pricing (35 points)
• References (required, not scored)

Written Proposal Total Possible Points: 100

The City's intent is to award a five-year contract for these Services.