DHR Chambers HVAC Filter replacement

The Alabama Department of Human Resources (DHR) is conducting a Request for Quote (RFQ) for a one-time HVAC filter replacement service across multiple county offices, with Coffee County specifically identified in the solicitation. The procurement involves replacing both standard pleated filters (minimum MERV rating of 13) and HEPA filters in DHR office locations statewide, with a mandatory site visit requirement for all potential suppliers. Technicians performing the work must have a minimum of 5 years of HVAC experience and will be required to document filter replacements through inspection forms, on-site labeling, and photographic evidence. The service must be completed no later than May 30, 2025, with work performed Monday through Friday between 8:00 am and 4:00 pm. Suppliers are required to attend scheduled site visits for each county office where they intend to submit a quote, which will involve completing a sign-in sheet and receiving a guided tour. The solicitation includes a comprehensive site visit schedule from March 20 to April 21, covering 46 different DHR office locations, with failure to complete site visits resulting in bid disqualification. Evaluation will likely be based on compliance with specifications, technician qualifications, and overall pricing.

The contract appears to be open to all qualified vendors who can meet the specified requirements, with no explicit set-aside designations mentioned in the documentation. Suppliers must possess a current business license for each awarded office location and adhere to ASHRAE standards and industry best practices. While a specific budget range is not explicitly stated, the contract will be awarded on a unit price basis, with total pricing inclusive of travel, labor, materials, and equipment. Payment terms are net 30, processed in arrears upon verification and approval of completed work. Vendors must be registered in Alabama Buys, comply with state sales and use tax regulations, participate in the E-Verify program, and adhere to the Beason-Hammon Alabama Taxpayer and Citizen Protection Act. The state reserves the right to conduct cost realism and price reasonableness analyses, and potential suppliers must certify they are not debarred or suspended from government contracting. While no incumbent vendors are identified, the comprehensive site visit schedule and detailed specifications suggest a structured and competitive procurement process.