Specification_for_Filter_Replacement_in_DHR_County_Offices_Amended_5.9.25_Madison_Co_Rd_3.docx

Specification for HVAC Air Filter Replacement in DHR County Offices-Amended 5.9.25 Round 3 Madison County Does not include boilers and chillers

Site Visit Required Wednesday, May 14, 2025 2:00 pm DHR Madison Co 2206 Oakwood Avenue Huntsville, AL 35810 POC: Eric Rudolph 256.427.6128 Deborah Turner 256.427.6391

Mandatory Site Visit Required. Site visit schedule must be followed. Supplier must attend site visit for each county location on the scheduled date where the supplier intends to submit a quote, or quote shall not be accepted.

Quote response shall not be accepted from any supplier not attending the site visit!

DHR General Services shall provide Sign in sheet to the county office for completion.

All suppliers intending to submit a quote response are required to complete the event sign-in-sheet with signature after the DHR guided tour of service area is completed. DHR county POC is also required to sign event sign-in-sheet after tour and completion by supplier.

DHR county POC shall forward all sign-in-sheets after completion of site visit event to DHR General Services Office of Procurement to Purchasing representative supporting the county office.

Scope of Work One-time service to replace ALL HVAC replacement filters excluding boilers and chillers. This service does not include boilers or chillers. Repair services shall not be included in this service. Suppliers must perform this one-time service in accordance with specification, terms and conditions across selected DHR county offices. Each county location has been identified within the spec. Suppliers are required to conduct site visits to view the quantity, size and type of filters for replacement per air handler.

· Unit price shall represent the total cost of providing one-time HVAC filter replacement service per specification.

· Total price shall include all costs inclusive of, but not limited to:

travel time, mileage, labor cost, trip charges if applicable, materials, filters, supplies, equipment rentals used to complete a one-time air handler filter replacement service. All service shall be first class in every respect; all items should be new.

· Type of replacement filters required:

· Pleated filters (standard for most HVAC systems)

· HEPA (High Efficiency Particulate Air) filters (ASHRAE standard defines HEPA filters as those that remove at least 99.97% of particles ≥ 0.3 microns.)

· Suppliers shall be responsible for providing all necessary filters, change out and proper disposal.

· Suppliers shall ensure the installation of new air handler filters, and the proper removal/disposal of old filters, following all industry guidelines, requirements, standards and manufacturer specifications.

· Service shall be provided M-F, 8:00 am-4:00 pm. No overtime (considered after 4:00pm). No weekends.

· Suppliers shall ensure proper operation of each applicable unit once replacement is complete.

· Suppliers shall physically write on each new filter the date replaced, company name, technician initials and unit number prior to replacement change out.

· Supplier shall be responsible for taking and sending pictures to POC at each county office after filter replacement has been completed. Suppliers shall review pictures with POC and Director showing clean replacement filters installed. Viewing of pictures shall be completed prior to leaving the site. Images should visibly show the clean filter in place and the proper labeling information.

· Suppliers shall ensure that all filters are replaced for all awarded county offices and service completed no later than May 30, 2025, to comply with spec requirement.

· Inspection forms shall be used to notate filter replacement per each unit. Technician shall sign inspection form signifying compliance with specification.

· Suppliers shall sign in at front desk of county office at time of arrival prior to commencement of any service work. DHR POC must be notified supplier is on the property.

· DHR office must maintain a copy of the signed inspection form in their file and forward a copy to DHR GSD Purchasing office representative. Pictures remain in county office for reference.

Compliance & Standards

· All filters shall be pleated.

· All standard pleated filters shall comply with a MERV 10 rating for the specific HVAC system and building conditions.

· No fiberglass filters.

· Installation must adhere to HVAC industry best practices to maintain system performance and indoor air quality.

· HEPA filters shall be replaced with HEPA filters. ASHRAE standard defines HEPA filters as those that remove of at least 99.97% of particles ≥ 0.3 microns. Suppliers shall meet the ASHRAE requirement as defined for HEPA filters.

· Only pleated filters will be accepted for use. This applies to HEPA filters as well.

· All filter replacements are to be performed by HVAC experienced field technician with technician having a minimum 5 years of experience in HVAC systems & commercial equipment.

· The awarded Supplier shall have a current business license on file at time of award for each office location awarded.

· Suppliers shall follow ASHRAE standards for proper installation.

Payment & Terms Net 30 - Payment is made in arrears and will be processed upon verification and approval of work performed, after completion of service.