Boiler Replacement RFP Template

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.

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:
- 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.

- $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).

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.

Mechanical room access via [location]. Boiler swap-out usually requires partial heating shut-down — coordinate with tenants 2+ weeks in advance.

• 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?

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.