RFP 26-023 Water Treatment System jcarey1@atu.edu

ARKANSAS TECH UNIVERSITY
PROCUREMENT SERVICES
514 West M Street
Russellville, Arkansas 72801
REQUEST FOR PROPOSAL 26-023
Water Treatment System
PROPOSAL DEADLINE
Proposals must be received no later than:
2:00 P.M. Central Time - June 11, 2026
Proposal Delivery Address and Opening Location:
RFP 26-023 Water Treatment System
Attn: Jennifer Warren
Arkansas Tech University
Procurement Services
514 West M Street
Russellville, AR 72801
Proposals will be accepted until the time and date specified above. The proposal package must
be sealed and clearly marked with the proposal number, date and hour of proposal opening,
and the proposer's return address.
Issuing Officer
Jennifer Warren, APO, Director of Procurement
479-356-2287
Jwarren2@atu.edu
1.0 INTRODUCTION
Arkansas Tech University (ATU) is requesting Proposals from qualified vendors for the purpose
of choosing a vendor that can provide a complete service-oriented water treatment program.

In order to simplify the University's task of evaluating all of the proposals we have developed a
format in which all proposals must be prepared. Failure to adhere to this format or to omit any
of the information that is required will result in your firm's proposal being disqualified.
2.0 ARKANSAS TECH UNIVERSITY BACKGROUND
Founded in 1909, Arkansas Tech University is a public comprehensive institution of higher
education located in Russellville, Arkansas. ATU serves students from across Arkansas, the
region, and the nation, offering associate, undergraduate, and graduate degree programs
through multiple academic colleges. Our Ozark and Arkansas Tech Career Center campuses
provide technical training and education for students across western Arkansas.
Arkansas Tech University is committed to academic excellence, workforce development, and
responsible stewardship of its physical campus. The University continually invests in facilities
that support teaching, research, student life, and community engagement.
3.0 SELECTION PROCESS
Proposals will be evaluated in three (3) phases.
Phase One - Compliance Review
Procurement Services will determine whether each proposal meets all mandatory requirements
of this RFP. Failure to comply may result in a proposal being deemed non-responsive. The
University reserves the right to waive minor irregularities. In order to simplify the University's
task of evaluating all of the proposals we have developed a format in which all proposals must
be prepared. Failure to adhere to this format or omitting any of the information that is
required may result in your firm's proposal being disqualified.
Phase Two - Technical and Business Evaluation
An evaluation committee appointed by Arkansas Tech University will review and score the
technical and business proposals in accordance with the criteria outlined in Section 6.
Pricing will be provided to the committee during the initial evaluation term.
Phase Three - Short List Selection
Shortlisted respondents may be invited to participate in interviews. Interview dates will be
communicated in writing to selected firms.

3.1 TERM AND AWARD
Award and Term-The University reserves the right to reject any or all proposals, or any portion
thereof, and re-advertise if deemed necessary. Award will be given to the proposer whose
proposal conforms to the RFP and in the sole judgement of the University, will be the most
advantageous to the University. Past performance will be considered in the evaluation process.
As a result of this RFP, ATU intends to award a contract to a single Contractor. The required
services are to commence upon contract approval and unless terminated sooner, shall continue
in force for an initial period of one year (1) year with the option to extend for additional years
not to exceed a total of seven (7) years. Cost will not be the sole criteria for determining
award.
4.0 SCHEDULE (TENTATIVE)
Event Date
RFP Issued May 11, 2026
Questions Due by May 19, 2026
Mandatory Site Visit Available May 15 and May 18, 2026. Schedule visit with jcarey1@atu.edu
Only one site visit is required.
Proposal Submission Deadline June 11, 2026 2 p.m.
Notification of Interviewees (if Week of June 15, 2026
applicable)
Interviews (if applicable) Week of June 22, 2026
Award Notification Week of June 22, 2026
TGS contract review by legislature July 2026
Contract Execution August 1, 2026
Dates are subject to change by addendum.

5.0 INTERGOVERNMENTAL/COOPERATIVE USE OF PROPOSAL AND
CONTRACT
In accordance with Arkansas Code 19-61-802, this proposal and the resulting contract are
available to any college or university in Arkansas that wishes to utilize the services of the
selected proposer, and if the proposer agrees, they may agree as provided in this RFP.
6.0 QUALIFICATIONS AND EVALUATION CRITERIA
Proposals will be evaluated on a best-value basis using the following criteria:
Maximum
Section Points
Vendor's overall proposal content- Demonstrated understanding of 20
requirements and scope of services.
Vendor's experience-Qualifications and Performance 15
Vendor's performance of similar engagements 15
References/Past Performance 20
Cost 30
Total Possible Points 100
6.1 Scope of Services
The University will be contracting for the services of a firm that can provide a complete service-
oriented water treatment program. The program will provide scale and corrosion protection
for the specified systems while maximizing efficiency and performance. The program and
services are to produce clean heat transfer surfaces which are substantially free of scale,
sludge, deposits, corrosion, pitting, and biological growth when treatment is administered in
accordance with vendor's directions and recommendations. The water treatment program will
include the following services and products without additional costs to the customer over and
beyond the lump sum bid amount:
* Cooling Tower Condenser Loops
* Chilled Water Closed Loop Systems
* Steam Boiler Systems
* Heating Hot Water Closed Systems
In addition, the water treatment program will include all chemical products, feed/control
equipment as specified in agreement and professional consulting services to accomplish the
following:
* Reduce fuel and electrical consumption through improved heat transfer efficiency. This
is accomplished by minimizing scale, corrosion, fouling, and microbiological growth which
create deposits on heat transfer services.

* Minimize repair and maintenance costs associated with replacement and cleaning of
equipment due to scale corrosion, fouling, or microbiological activity.
* Provide professional, knowledgeable and involved sales/service personnel to ensure
program success.
* Accurately monitor program results and communicate appropriate recommendations
with quantifiable business-oriented justifications.
* Thoroughly train personnel on the implementation and control of the program.
* Provide competitive water treatment program costs.
Water Treatment Equipment Specifications
Using the correct pretreatment and application equipment is just as important as using the
right treatment products. ATU is requesting all equipment Because of the importance of the
equipment to the success of a water treatment program, vendor must be able to provide the
following equipment:
Chilled water/cooling tower:
Solid chemical feed systems designed for cooling tower and chilled water applications
capable of controlled dissolution and feeding of solid treatment chemicals are preferred
where applicable but not mandatory.
Multi-parameter chemical controllers capable of monitoring conductivity, pH and/or ORP,
chemical feed output, programmable setpoints, alarms, and interface with metering pumps.
Positive-displacement chemical metering pumps with adjustable output and materials
compatible with treatment chemicals.
Boilers:
Chemical feed systems designed for boiler applications capable of controlled dissolution and
feeding of solid treatment chemicals.
Positive-displacement chemical metering pumps with adjustable output and materials
compatible with treatment chemicals.
"Low-pressure steam boilers with deaerator tank:
Chemical feed systems with positive-displacement metering pumps capable of injecting oxygen
scavenger, internal treatment (phosphate/polymer or equivalent all-organic chemistry), and
neutralizing amine at the appropriate points - feedwater, boiler, and steam header or condensate
return as applicable. Pump materials shall be compatible with the products fed and rated for
continuous duty at system operating temperatures and pressures.
Automatic surface blowdown controllers using conductivity-based control, with programmable
setpoints, alarms, motorized blowdown valve actuation, and the ability to log and trend
conductivity, blowdown frequency, and cycles of concentration.
Closed-loop hydronic heating systems:
Bypass (pot/shot) feeders on each major loop, constructed of materials compatible with closed-
loop treatment chemistry, rated for the operating temperature and pressure of the system, and

equipped with isolation valves, fill funnel, vent, and drain. For larger or critical loops where
automatic feed is appropriate, vendor may propose positive-displacement metering pumps with
adjustable output in lieu of, or in addition to, a bypass feeder. Utilize existing pot feeders where
deemed suitable."
Any equipment purchased by the University is and shall remain the sole property of the
University, including after the expiration or termination of the contract. At the time of award,
ATU will provide the awardee with a list of all University-owned equipment to assist with
implementation.
Drum Handling and Disposal
The University is concerned with chemical drum handling, disposal, spills, and exposure. In
order to minimize our liability in this regard, please outline your firm's program to eliminate the
handling of chemical drums and the need for "the customer" to dispose of empty chemical
containers. The vendor shall have its own delivery service and will be a point of use service.
This simply means that the products will be delivered to each system, added to the chemical
feed system, and all empty containers removed. This delivery service will be at no additional
charge to the University. The University requires that your firm have a full solid chemical
program to offer the University. Where solids are used, the empty containers will be removed
and disposed of by your personnel. Solid chemical feed boards will meet the equipment
specifications of the University.
Training
The University believes that training is a very important part of keeping our systems operating
properly and safely. Safety is paramount. Vendor must have ability to provide training and
information the areas of chemical handling, spill response, basic water treatment. These
modules may be accessible over the web and include tests to track and document employee
satisfactory comprehension. Please provide a summary of this type of training your firm can
provide to our staff. This training should also include how to perform tests and monitor
chemical program results and how to work safely with chemical products. Samples of training
materials may be included.
Health and Safety
The vendor must provide Material Safety Data Sheets to ensure a safe work environment for all
personnel and to comply with all state and federal laws concerning the handling of hazardous
materials. Vendor must also have a website that these SDS are accessible from 24 hours per
day, 7 days per week in the case of off-hour emergency. We require that a Material Safety Data
Sheet accompany all first-time orders and that the vendor operate a 24-hour, 7 day per week
emergency phone number which can be called for emergency information regarding chemical
spills and/or accidents involving your products.
Troubleshooting Capabilities
The vendor must have laboratory facilities capable of performing a wide array of analytical
work to facilitate monitoring, control, and troubleshooting of our systems. All laboratory

services shall be provided by the vendor. Laboratory services which shall be available include:
corrosion coupon analysis, water analysis, deposit analysis, microbiological analysis, ion
exchange resin analysis, fuel oil analysis, and metallurgical analysis. Include a sample analytical
report for each of the above analyses as evidence of your firm's laboratory capabilities.
Equipment Inspection
Thorough equipment inspection is important in determining the effectiveness of a water
treatment program as well as potential operational problems for a given system. Therefore,
the vendor must have the capability of inspecting all heat exchange equipment using fiber
optics equipment and must be able to provide us with a narrated video tape of the inspection.
Please indicate compliance with this requirement. It will be the responsibility of vendor to
visually inspect each piece of equipment that will be serviced under this agreement. Vendor
will have the responsibility to determine the operating size of each piece of equipment for both
heating and cooling. It will be the vendor's responsibility to do an internal inspection at the
first opening. If deposition or other internal conditions are substandard, the vendor will have
an opportunity to make recommendation and cost to correct the issue. The recommendations
and estimated cost will be submitted to the University within 3 days of inspection.
Vendor shall also inspect all major cooling towers during each service visit to examine for
biological growth, foam, sludge, cooling tower deterioration, etc.
Vendor shall inspect the boilers and chillers annually, when they are open for inspection by the
facility or at other unscheduled openings. Photographs and if necessary, fiber optic bore scope
video or equipment internals must be taken and an ongoing record with photos must be kept.
Representative shall be notified of these openings two weeks in advance to facilitate scheduling
of the bore scope equipment.
Monitoring and Control
The vendor will provide a comprehensive chemical testing program with written instructions
and test procedures for all control tests. A summary chart with frequency and time of day for
each test will be provided by the vendor.
Annual Business Review
The vendor must present a review of the treatment program annually or at whatever time
frame is specified by the University.
Campus Equipment Survey-Mandatory
Respondents must conduct campus survey prior to bidding, please contact Josh Carey at
jcarey2@atu.edu to schedule on either May 15 or May 18, 2026.
Required Information Vendors submitting a response to this RFP must provide the following
supplemental information:
* A narrative description of its current organizational structure and history.

* Number of years in business.
* History of similar engagements.
* A minimum of three (3) references for which the Vendor has provided services similar in
scope and complexity to those sought herein by the University. See Attachment 1.
The successful Vendor shall have the following responsibilities:
* Shall be financially responsible for obtaining all permits, licenses, and bonding requirements
to comply with all applicable city, county, state, or federal laws and regulations and shall
assume liability for all applicable taxes.
* Agree to provide the University's designated representatives and auditors access to all
records pertinent to the University's transactions and accounts as needed and at mutually
acceptable times.
Minimum Qualifications
The University requests proposals from qualified vendors for banking services encompassing
the following:
1. The vendor shall provide a historical and contemporary overview of the company,
particularly as it relates to the proposed work to be done.
2. The vendor must be a company normally engaged in selling water treatment chemicals
and services. The vendor shall demonstrate relevant experience providing water
treatment services of similar scope, scale, and complexity within the past ten (10) years.
Company must employ no less than 5 local service personnel trained to provide
professional water treatment services and employ a field engineer with a degree in
Chemistry or Chemical Engineering to provide field support as needed. All of these reps
must reside in Arkansas or within 150 miles of the ATU Russellville campus. Indicate your
experience in providing materials and services to the specific market. Please indicate
how long has your firm been in the water treatment business.
3. The vendor shall appoint two members of his company, one alternate service
professional, as well as an authorized Account Manager to represent the company in all
dealings with us. All three (3) vendor representatives shall be full time employees of the
vendor and shall possess 4-year college degrees or a minimum of 15 years of water
treatment work experience. A resume of these three (3) representatives and account
manager will be submitted to the University. The representatives shall be familiar with all
aspects of water treatment. Only these individuals will represent the vendor regarding
services for this contract unless otherwise specifically authorized by the ATU Facilities
Director. One of these three representatives will report to the ATU Facilities
Management office for service weekly. A sign in and sign out log may be used. This will
prevent a firm from submitting a name with proper qualifications and service being done
by unqualified personnel. Service one day per week is required. List name, home
address, phone number, educational background, years in water treatment industry, and
years with the vendor for each of the three (3) appointed representatives and the
account manager.

Service Level and Response Time
Indicate how far each vendor representative lives from the campus. At least one of the two
representatives must reside within 100 miles of the University campus and the others within
150 miles from the campus. The alternate representative must reside in Arkansas or within 150
miles of the ATU campus. The account manager must also reside within 150 miles of the
university and shall have worked with all three representatives for a minimum of 5 years. A
representative shall visit the facility a minimum of once per week. The representatives must be
available for calls on specific problems should they occur. The representatives shall be available
on 24 hour notice, and under emergency circumstances, should be able to visit the facility
within four (4) hours after being notified.
Quality
An organization's commitment to quality is an indication of their ability to satisfy customer
needs. A vendor's dedication to quality means fewer problems and less risk for their customers.
The Vendor shall demonstrate a documented quality management or continuous improvement
program. ISO 9000 or equivalent systems may be referenced but are not required.
Program Administration
Organization is key to a well-run water treatment program. In order to have quick access to all
technical and safety information regarding the water treatment program, we require that the
vendor provide an on-site Administration Notebook. At the very least, this notebook must
contain an outline of the chemical program, all chemical control test procedures, Control
Sheets, Product Bulletins, Material Safety Data Sheets, Feed and Control Equipment
Specifications. Secondly, the vendor must perform all services timely and provide an electronic
field service report within 24 hours of time of service. These electronic field service reports
must be stored on a centralized database and available for customer review at all times via a
website. Please provide a summary of how your firm administers and manages a water
treatment program. Include a sample of your Administration Notebook and its contents.
7.0 SUBMISSION REQUIREMENTS
Proposers must submit: - One (1) hard copy and one (1) electronic copy on flash drive. One
redacted copy is requested as responses are subject to Freedom of Information Act (FOIA)
requests.
No emailed proposals will be accepted. Late responses will not be accepted.
Submission Checklist:
Completed Attachment 1
Completed Attachment 3 (if addenda issued)
Completed and signed Attachment 4

Contract and Grant Disclosure Form
EEOC Form and required documentation
Sealed and sent to arrive by opening date and time.
Signed Attachment 2 (Cost Proposal)
Signed Attachment A
Equipment List Appendix A
8.0 PERFORMANCE STANDARDS
Arkansas Code 19-61-517 requires that certain contracts for services include Performance
Standards for measuring the overall quality of services provided.
Milestone Payment Contracts
Standards Remedies
Milestone deadlines are met Vendor must provide an acceptable
remediation plan.
Work products are professional and Payment may be withheld in part of in whole
comprehensive until milestones are met or acceptable work
products are produced.
Replacement resources acceptable to ATU
may be required
Contract may be cancelled
Time and Materials Contracts
Standards Remedies
Services are provided in a timely and Vendor must provide an acceptable
professional manner remediation plan
Work products are professional, Payment may be withheld in part of in whole
comprehensive, and consistent with the until milestones are met or acceptable work
contracted skill level products are produced.