Responding to a heat pump installation tender (public & private contracts, EU 2026)

Heat pump installers are increasingly sought by public procurement and structured private clients (social landlords, property funds, local authorities, healthcare facilities), driven by the energy-transition policies of all 27 member states. Several families of contracts stand out.

• Energy retrofit: replacing oil or gas boilers with air/water heat pumps in schools, town halls, gyms, social housing or care homes.
• Geothermal contracts: installing ground-source heat pumps with horizontal collection or vertical drilling for public or commercial buildings.
• All-trades works: an "HVAC" or "building services" lot including the supply and installation of a heat pump within a construction or a heavy refurbishment.
• Call-off frameworks: the gradual replacement of a fleet of heat generators across several sites of an authority, triggered by successive orders over 1 to 4 years.

Across the EU the logic is identical in all 27 member states: a public operator publishes above the European thresholds on TED, below them on its national platform (BOAMP in France, and equivalents in Germany, Spain, Italy, Poland…). An established installer may bid for a cross-border contract subject to freedom of establishment and recognition of qualifications.

The first challenge is the price schedule. Each line combines a supply (outdoor heat pump unit, hydraulic module, buffer tank, low-temperature emitters, geothermal probes, collection pipes, hydraulic accessories) from a supplier catalog, and labor expressed as hours × hourly rate — plus, for geothermal, the drilling or earthworks item (often subcontracted). The BoQ must aggregate dozens to hundreds of consistent lines, with overheads, margin and contingency. A unit error (lm of collection vs each of equipment), a missing item or an unsourced price distorts the price score — often 40 to 60% of the overall score.

The second challenge is the technical proposal. The buyer scores technical value on precise criteria: justification of the heat pump sizing against the building's thermal needs, expected performance expressed by the COP or SCOP (to be presented as an estimate from manufacturer data, to be validated under real conditions and not guaranteed), the firm's qualification (QualiPAC, RGE for energy lots), handling of refrigerants (F-Gas competence certificate), hydraulic and electrical connections, commissioning procedure, maintenance contract, and treatment of the outdoor unit's acoustics. A generic proposal copied from one tender to another is penalized: you must answer the consultation rules criterion by criterion.

The third challenge is administrative and regulatory: qualifications (QualiPAC, RGE), the refrigerant-handling competence certificate (F-Gas regulation), insurance certificates, and the ESPD/DUME for EU public procurement. False or expired documents lead to rejection — and even criminal penalties for false statements.

The assistant starts from the tender: you upload the tender file (PDF), it extracts the buyer, object, lots, award criteria and weighting, and the buyer's language. The technical proposal is then structured to develop the most heavily weighted criteria first (sizing, performance, qualification, commissioning, maintenance), in the contract's language.

For the price schedule, you import your supplier catalogs (heat pump units, hydraulic modules, emitters, geothermal collection equipment) in Excel, CSV or PDF, and enter your rates: labor hourly rate, overheads, margin, contingency, travel, and where relevant the cost of subcontracted drilling or earthworks. The assistant computes each line (quantity × unit price excl. VAT from the catalog or the rate), applies VAT and totals, and exports an editable Excel BoQ. No price is invented: an item without a source is marked "to complete". Likewise, any performance (COP/SCOP) is taken from the data you provide and presented as an estimate to be validated.

• Technical proposal structured around the tender's award criteria (sizing, estimated performance, qualification, commissioning, maintenance, acoustics).
• Mixed equipment + labor BoQ costed from your catalogs + rates (Excel export).
• Pre-filled ESPD/DUME draft for EU public procurement.
• Deliverables in PDF, editable Word and Excel, in the buyer's language.
• Your catalogs, rates and technical sheets stay confidential, reusable across tenders.

You stay in control: the assistant produces a solid base that you verify, complete with your real references, your sizing notes and your manufacturer performance data, then sign before submission. It replaces neither your expertise nor legal advice — it removes the hours of formatting and calculation where the risk of error is highest.

A controlled response follows a stable sequence, whether the contract is public or private, in France or elsewhere in the EU.

• Monitoring: spot relevant heat pump, energy-retrofit and building-services tenders on the platforms (BOAMP, TED, buyer profiles).
• Tender analysis: object, lots, award criteria and weighting, expected performance, deadlines, required documents and qualifications.
• Go/no-go decision: technical capacity, similar heat pump/geothermal references, workload, achievable deadlines, possible drilling subcontracting.
• Costing: mixed equipment + labor BoQ from catalogs + rates, with overheads, margin and contingency.
• Technical proposal: answer the criteria item by item — sizing, estimated performance, connections, commissioning, maintenance, acoustics.
• Administrative documents: ESPD/DUME, qualifications (QualiPAC/RGE), F-Gas competence certificate, insurance certificates.
• Electronic submission before the deadline, with e-signature where required.

The BoostPro IA assistant handles steps 4 to 6 — the most time-consuming and riskiest — producing proposal, BoQ and DUME in under ten minutes from your real data. You focus your time on strategy (price, differentiation, sizing and performance justification) rather than formatting.