Boiler Replacement RFP Template
Heating boiler replacement for multi-unit residential or commercial buildings.
Your existing hot water or steam boiler is at end of life, failing inspections, or you want to upgrade to a high-efficiency condensing boiler for energy savings. Common in mid-rise residential, schools, and older commercial buildings.
Sample RFP title & summary
What auto-fills when you click “Use this template” — you can edit anything.
Boiler Replacement — [Property Name]
Replace existing [X]-BTU [hot water / steam] boiler at our [property type]. Looking for high-efficiency upgrade options and minimal heating downtime.
Scope of work
Scope of work: - Decommission, drain, and remove existing boiler ([model / age]). - Supply and install new boiler with equivalent or upgraded capacity ([BTU input]). - New venting / chimney liner as required for high-efficiency condensing unit. - Gas line modifications if needed. - Controls integration (modulating controls, outdoor reset, BAS integration if applicable). - New circulating pumps and zone valves if existing are end-of-life (quote separately). - Commissioning, start-up, and tenant heating restored within [X] days. - TSSA inspection and certificate. - All permits. Add-alternates: - Domestic hot water tank replacement (if shared boiler system). - Pipe insulation upgrade. - Heat-exchanger upgrade.
Standard requirements
- $5M general liability insurance. - TSSA Gas Technician 2 minimum (TSSA Gas Tech 1 for larger units). - WSIB clearance. - Manufacturer authorized installer. - Three references for similar boiler replacements in the last 24 months. - Plan for maintaining heating service during the swap (especially critical in winter — temporary boiler if needed).
Suggested timeline
- 1
RFP open
21 days.
- 2
Shortlist + mechanical room walk
Top 3 visit.
- 3
Award
Within 1 week of site walks.
- 4
Equipment lead time
4–12 weeks for higher-capacity units.
- 5
Installation
3–7 days typical; temporary boiler may be required if work is in heating season.
Site access & logistics
Mechanical room access via [location]. Boiler swap-out usually requires partial heating shut-down — coordinate with tenants 2+ weeks in advance.
Questions every bidder should answer
Ask all bidders the same questions so you get apples-to-apples responses.
- High-efficiency condensing vs. mid-efficiency — cost difference + projected energy savings?
- What's the equipment lead time?
- Do you require a temporary boiler during the swap (and what does that cost)?
- What's the projected tenant downtime?
- What manufacturer warranty applies?
Evaluation criteria
How you’ll weigh bids when you receive them.
- 1.Installed cost (including temporary heating if required).
- 2.Efficiency and projected energy savings.
- 3.Manufacturer + labour warranty.
- 4.Minimization of tenant downtime.
- 5.References on comparable projects.
Trades who match this work
Once you post, these are the kind of vendors who’ll see your RFP and express interest.
Common questions
PMRFP is a vendor discovery and RFP visibility platform. We do not guarantee project availability, bid success, contract awards, property manager response, or revenue. Members are responsible for their own due diligence, qualifications, insurance, licensing, pricing, and agreements.
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