DHR Chambers Co HVAC PM FY26

The Alabama Department of Human Resources is soliciting qualified contractors through a Quick Quote process to provide HVAC Preventative Maintenance services across 45 county office locations and one warehouse facility throughout all 67 Alabama counties, with services commencing in Fiscal Year 2026. The procurement requires quarterly preventative maintenance on all HVAC equipment including boilers, chillers, air handlers, heat pumps, and related systems, with minor repair services such as component replacement, drain line clearing, ductwork repair, belt replacement, and refrigerant leak repair; the scope explicitly excludes new unit installation, complete system replacement, and work requiring structural modifications. Qualified contractors must maintain current State of Alabama HVAC licenses, refrigeration certifications, Master gasfitter licenses for gas equipment, and EPA Section 608 universal refrigeration certification for all technicians handling refrigerants, with apprentices permitted only under direct supervision. All replacement filters must be pleated with minimum MERV 10 ratings or HEPA filters where applicable, replaced quarterly without exception, and water treatment and testing by certified companies is required for eleven DHR county offices with water-cooled systems. Unit pricing shall include all tools, filters, travel, labor, and materials necessary for quarterly PM services per location, and suppliers must provide photographic documentation before and after filter replacement and coil cleaning, complete all required inspection forms accurately, and obtain written purchase order approval before completing any repairs. A mandatory site visit is required on Monday, May 6, 2026 between 8:00 a.m. and 4:00 p.m., with suppliers assigned to specific geographic regions across 12 designated dates between April 24 and May 26, 2026, and failure to complete site visits on confirmed dates with required sign-in sheet documentation will result in bid rejection. The response deadline is May 11, 2026.

The solicitation does not specify set-asides or restrictions based on organizational type, disadvantaged enterprise designations, or incumbent vendor information. Contractors must comply with Alabama E-Verify requirements, register with the Alabama Secretary of State if foreign entities, and certify compliance with Alabama sales tax collection and remittance requirements under Act No. 2006-557. The State of Alabama is exempt from sales tax, and the contract will be governed by Alabama law with venue in Montgomery. The State reserves the right to conduct cost realism and price reasonableness analysis on all bids, and any resulting contract may be renewed annually by written agreement of both parties up to a total contract cost of $25,000 or five years from the effective date, whichever occurs first, with price increases during contract performance limited to justifiable increases not exceeding 5 percent of annual contract cost. The specific budget range or contract value is not disclosed in the solicitation documents provided.