OSU-Cascades Campus Mechanical Systems Preventive Maintenance and Repair

REQUEST FOR QUALIFICATIONS AND
PROPOSALS (RFQ/RFP) #2026-021377
OSU-Cascades Campus Mechanical Systems Preventive
Maintenance and Repair
ISSUE DATE: April 10, 2026
RFQ RESPONSES DUE: RFP PROPOSALS DUE (Shortlisted
May 4, 2026 at 3:00 PM Pacific Time Firms Only):
via electronic submission to June 2, 2026 at 3:00 PM Pacific Time
bids@oregonstate.edu via electronic submission to
bids@orego nstate.edu
QUESTION DEADLINE: Step 1 (RFQ): April 20, 2026 at 11:00 AM Pacific Time
Step 2 (RFP) : May 20, 2026 at 11:00 AM Pacific Time
CONTRACT ADMINISTRATOR: APPEALS:
Shoshana Shabazz, Purchasing Analyst Hanna W. Emerson, Assistant Vice
President and Chief Procurement
Officer
Construction Contracts Administration (CCA) The Office of Procurement,
Payment, and Travel (OPPT)
644 Southwest 13th Street 644 Southwest 13th Street
Corvallis, Oregon 97333 Corvallis, Oregon 97333
Email: constructioncontracts@oregonstate.edu Email:
hanna.emerson@oregonstate.edu
It is the Offeror's responsibility to continue to monitor the OSU Business and Bid Opportunities website
(https://bid.oregonstate.edu/ )for Addenda. Failure to acknowledge any Addenda in the Transmittal Letter may
cause your Proposal to be considered non-responsive.
OSU standards and policies govern this solicitation (Procurement Thresholds and Methods, Procurement
Solicitations and Contracts) unless otherwise referenced or stated.
(https://policy.oregonstate.edu/policy-standards-
manual?title=procurement&body_value=&field_policy_category_tid=All&field_policy_or_standard_tid=All ).

RFQ/RFP No. 2026-021377 - OSU-CASCADES CAMPUS MECHANICAL SYSTEMS PREVENTIVE MAINTENANCE AND REPAIR
RFQ RESPONSES DUE:
May 4, 2026 at 3:00 PM Pacific Time
RFP PROPOSALS DUE (Shortlisted Firms Only):
June 2, 2026 at 3:00 PM Pacific Time
1.0 INTRODUCTION
1.1 Oregon State University ("OSU" and/or "Owner") is conducting a competitive
two-step solicitation process consisting of a Request for Qualifications (RFQ)
followed by a Request for Proposals (RFP) to retain one or more firms to provide
mechanical system maintenance, repair, and preventative maintenance services
for OSU-Cascades campus facilities (the "Project").
1.1.1 OSU WILL ONLY BE ACCEPTING SEALED
RESPONSES ELECTRONICALLY - Responses are to be
submitted to bids@oregonstate.edu by the Due Date/Time.
1.1.1.1 Each Response must be submitted in a single email.
The subject line of the email must be formatted exactly
as follows: RFQ/RFP 2026-021377 - OSU-Cascades
Campus Mechanical Systems Preventive Maintenance
and Repair - Firm Name - Submission
1.1.1.2 Firm Name must be replaced with the legal name of the
Respondent submitting the Response. Respondents are
responsible for ensuring the subject line is formatted
exactly as stated above.
1.1.1.3 Failure to use the required subject line format may
result in the Response not being properly identified or
routed for receipt.

RFQ/RFP No. 2026-021377 - OSU-CASCADES CAMPUS MECHANICAL SYSTEMS PREVENTIVE MAINTENANCE AND REPAIR
RFQ RESPONSES DUE:
May 4, 2026 at 3:00 PM Pacific Time
RFP PROPOSALS DUE (Shortlisted Firms Only):
June 2, 2026 at 3:00 PM Pacific Time
1.1.1.4 OSU is not responsible for Responses that are
delayed, misdirected, filtered, or otherwise not
received by the Due Date/Time due to an incorrect
or incomplete email subject line or other
transmission issue.
1.1.2 MANDATORY SITE-VISITS
1.1.2.1 A mandatory job walk will be conducted as part of Step
2 of this solicitation.
1.1.2.2 Only firms shortlisted through Step 1 (RFQ) will be
invited to attend.
1.1.2.3 Attendance at the mandatory job walk is required for
participation in Step 2
1.1.2.4 Proposals will only be accepted from shortlisted firms
that attend the mandatory job walk.
1.1.2.5 Details regarding the date, time, and location will be
provided to shortlisted firms.

RFQ/RFP No. 2026-021377 - OSU-CASCADES CAMPUS MECHANICAL SYSTEMS PREVENTIVE MAINTENANCE AND REPAIR
RFQ RESPONSES DUE:
May 4, 2026 at 3:00 PM Pacific Time
RFP PROPOSALS DUE (Shortlisted Firms Only):
June 2, 2026 at 3:00 PM Pacific Time
1.1.3 All questions, requests for clarification, or requests for additional
information shall be submitted via email to
constructioncontracts@oregonstate.edu by the Question
Deadline in order to be addressed. He subject line of the email
must be formatted exactly as follows: RFQ/RFP 2026-021377 -
OSU-Cascades Campus Mechanical Systems Preventive
Maintenance and Repair - Firm Name -
Question/Clarification/Information Request
1.1.3.1 "Firm Name" must be replaced with the legal name of
the firm submitting the inquiry. Respondents are
responsible for ensuring the subject line is formatted
exactly as stated above.
1.1.3.2 OSU is not responsible for questions, clarification
requests, or information requests that are delayed,
misdirected, filtered, or otherwise not received due
to an incorrect or incomplete email subject line or
other transmission issue.

RFQ/RFP No. 2026-021377 - OSU-CASCADES CAMPUS MECHANICAL SYSTEMS PREVENTIVE MAINTENANCE AND REPAIR
RFQ RESPONSES DUE:
May 4, 2026 at 3:00 PM Pacific Time
RFP PROPOSALS DUE (Shortlisted Firms Only):
June 2, 2026 at 3:00 PM Pacific Time
1.1.4 Two-Step Solicitation Process
1.1.4.1 This solicitation will be conducted as a two-step
process:
1.1.4.1.1 Step 1 - Request for Qualifications (RFQ):
1.1.4.1.1.1 Respondents shall submit
qualifications demonstrating
experience, capability, and
approach to performing the
Work described in this
solicitation. No pricing shall be
submitted at this stage. Oregon
State University will evaluate
qualifications and establish a
shortlist of the highest ranked
firms.
1.1.4.1.2 Step 2 - Request for Proposals (RFP):
1.1.4.1.2.1 Only firms shortlisted through
Step 1 will be invited to
participate in Step 2.
Shortlisted firms shall submit
proposals, including pricing
and technical approach. Oregon
State University will evaluate

RFQ/RFP No. 2026-021377 - OSU-CASCADES CAMPUS MECHANICAL SYSTEMS PREVENTIVE MAINTENANCE AND REPAIR
RFQ RESPONSES DUE:
May 4, 2026 at 3:00 PM Pacific Time
RFP PROPOSALS DUE (Shortlisted Firms Only):
June 2, 2026 at 3:00 PM Pacific Time
proposals and may award
Contracts to up to two firms.
1.1.4.1.2.2 Participation in Step 2 is
limited to shortlisted firms
only.
1.2 Background
Founded in 1868 as Oregon's land grant institution, OSU serves the state, the
nation and the world as a premier 21st-century research university. OSU is
committed to exceptional research, discovery, innovation and engagement - and
to integrating its research and engagement mission with the delivery of a high-
quality, globally relevant and affordable education for the people of Oregon and
beyond. OSU is one of only four land, sea, space and sun grant universities in the
U.S. and is the only university in Oregon to have earned both Carnegie
Classifications for Very High Research Activity and Community Engagement. In
2013, the Oregon Legislature allocated the first phase of capital to build an OSU
campus in Bend, offering a range of undergraduate and graduate degrees.
Oregon State University - Cascades in Bend, Oregon is located within the
traditional homelands of the Wasq'u (Wasco) and Tana'nma (Warm Springs)
people who legally retain customary hunting, fishing and gathering rights to the
region, and who have been stewards of this land since time immemorial. Numu
(Paiute) peoples were forcibly relocated to this region from the area of Lake,
Harney, and Malheur counties in Oregon.

RFQ/RFP No. 2026-021377 - OSU-CASCADES CAMPUS MECHANICAL SYSTEMS PREVENTIVE MAINTENANCE AND REPAIR
RFQ RESPONSES DUE:
May 4, 2026 at 3:00 PM Pacific Time
RFP PROPOSALS DUE (Shortlisted Firms Only):
June 2, 2026 at 3:00 PM Pacific Time
Today, the living descendants of these people are a part of the Confederated
Tribes of Warm Springs. It is OSU-Cascades' intent and responsibility to work
with tribes to recognize Indigenous rights in the region. Indigenous people are
valued, contributing members of the Oregon State community and represent
multiple sovereign tribes among students, faculty, staff and alumni. Oregon State
University accepts its responsibility for understanding the continuing impact of
that history on these communities. Oregon State is committed - in the spirit of
self-reflection, learning, reconciliation, and partnership - to ensure that this
institution of higher learning will be of enduring benefit, not only to the state of
Oregon, but also to the people on whose ancestral lands it is now located.
The first OSU-Cascades ("OSU-C") building opened in fall 2016 on a 10-acre
site adjacent to a former pumice mine (now owned by the university) and a former
construction demolition landfill. Through long range development planning
("LRDP") and master planning processes over the next few years that followed,
the university has constructed 5 buildings and is now seeking a team(s) to support
maintaining the mechanical systems for those buildings including our district
energy systems.
The LRDP process included a commitment to sustainably developing a triple Net-
Zero campus. Triple Net-Zero means the campus will balance energy use, water
consumption, and waste generation with energy generation, water reuse, and
material recycling. The LRDP net zero energy plan has been further developed
into an energy master plan for the campus allowing each future capital project to
leverage the energy study recommendations and design guidelines that will
incrementally move the campus along the net zero energy path.

RFQ/RFP No. 2026-021377 - OSU-CASCADES CAMPUS MECHANICAL SYSTEMS PREVENTIVE MAINTENANCE AND REPAIR
RFQ RESPONSES DUE:
May 4, 2026 at 3:00 PM Pacific Time
RFP PROPOSALS DUE (Shortlisted Firms Only):
June 2, 2026 at 3:00 PM Pacific Time
Given the campus growth and complexity of the systems we have built, OSU is
now seeking support for preventative maintenance, troubleshooting, and
optimization of these systems. Understanding the campus background and
sustainability goals described above is an important aspect of supporting these
systems, as the campus requires all systems to operate optimally to achieve its
performance objectives.
1.3 Location
The services under this solicitation will be performed at Oregon State University
- Cascades campus facilities located in Bend, Oregon, 1500 Southwest Chandler
Avenue, Bend, Oregon 97702.
1.4 Summary of Work
The Contractor shall provide preventive maintenance, repair, troubleshooting, and
related support services for mechanical building systems at Oregon State
University - Cascades campus facilities. Services include inspection,
maintenance, minor repairs, replacement of consumable components, and
documentation of work performed on campus mechanical equipment and
associated systems.

RFQ/RFP No. 2026-021377 - OSU-CASCADES CAMPUS MECHANICAL SYSTEMS PREVENTIVE MAINTENANCE AND REPAIR
RFQ RESPONSES DUE:
May 4, 2026 at 3:00 PM Pacific Time
RFP PROPOSALS DUE (Shortlisted Firms Only):
June 2, 2026 at 3:00 PM Pacific Time
1.5 Scope of Work
1.5.1 The Contractor shall provide preventive maintenance, inspection,
troubleshooting, repair, and related support services for
mechanical building systems located at Oregon State University
- Cascades campus facilities in Bend, Oregon. Services shall be
performed in accordance with manufacturer recommendations,
applicable codes, and University standards in order to maintain
the safe and reliable operation of campus mechanical systems.
1.5.2 Services include scheduled preventive maintenance, corrective
maintenance, troubleshooting, minor repairs, and replacement of
consumable components. The Contractor shall inspect equipment
for proper operation, wear, and efficiency, identify operational
deficiencies or failing components, and provide
recommendations for adjustments, repairs, or future replacement
of equipment.

RFQ/RFP No. 2026-021377 - OSU-CASCADES CAMPUS MECHANICAL SYSTEMS PREVENTIVE MAINTENANCE AND REPAIR
RFQ RESPONSES DUE:
May 4, 2026 at 3:00 PM Pacific Time
RFP PROPOSALS DUE (Shortlisted Firms Only):
June 2, 2026 at 3:00 PM Pacific Time
1.5.3 Mechanical systems covered under this Contract may include,
but are not limited to, the following equipment and associated
components:
1.5.3.1 Variable Frequency Drives (VFDs)
1.5.3.2 Pumps and pumping systems
1.5.3.3 Terminal Units (TUs), including Variable Air Volume
(VAV) boxes
1.5.3.4 Sensible Fan Coil units (SFCs)
1.5.3.5 Air Handling Units (AHUs)
1.5.3.6 Rooftop Units (RTUs)
1.5.3.7 Heat pumps, including packaged and split systems
1.5.3.8 Chillers
1.5.3.9 Boilers
1.5.3.10 Exhaust fans (EFs)
1.5.3.11 Electric water heaters
1.5.3.12 Natural gas water heaters
1.5.3.13 Domestic hot water recirculation systems
1.5.3.14 Mixing valves and tempering valves
1.5.3.15 Hydronic system valves and valve assemblies
1.5.3.16 Expansion tanks
1.5.3.17 Strainers and separators
1.5.3.18 Equipment sensors, gauges, and monitoring devices