DHR Chilton Co HVAC PM FY26

The State of Alabama Department of Human Resources is seeking qualified HVAC contractors through a Request for Quote (Round 1) for preventive maintenance services at the Chilton County facility for Fiscal Year 2026, with proposals due by April 29, 2026. The procurement covers comprehensive quarterly preventive maintenance and repair services for HVAC equipment including boilers, chillers, heat pumps, air handlers, and associated systems at multiple DHR locations throughout Alabama's Central Region. Deliverables include quarterly service visits conducted during business hours (8:30 A.M. to 4:00 P.M., Monday-Friday), equipment inspections, filter replacements with MERV 10 minimum pleated filters, system cleaning, refrigerant adjustments, water treatment testing by certified companies, and repairs authorized through written quotes. All work must be performed by State of Alabama licensed HVAC contractors holding current refrigeration licenses from the Alabama Board of Heating, Air Conditioning, and Refrigeration Contractors, Master gasfitter certification for gas equipment servicing, and EPA universal refrigeration certification under section 608. Mandatory site visits are required across twelve regional areas from April 24 through May 26, 2026, with suppliers obligated to contact designated county Points of Contact and sign mandatory sign-in sheets at each facility; failure to complete these visits will result in bid rejection. The unit price bid shall represent the total quarterly PM service cost per location, including all tools, filters, travel, labor, and materials, with the supplier bearing full responsibility for repair costs, water treatment testing, and any damages resulting from negligent acts.

The solicitation documents do not explicitly identify set-aside designations or restrictions on respondent types, though all suppliers must be registered in Alabama Buys and comply with E-Verify enrollment requirements for workers employed in Alabama, Alabama sales tax compliance certification, and debarment certifications. No incumbent vendors or current contractors are identified in the available documentation. The contract resulting from this solicitation may be renewed annually by written agreement of both parties, with a total contract cost not to exceed $25,000 (including the original agreement and any subsequent renewals) or a total time period of five years from the effective date. The State of Alabama reserves the right to conduct cost realism and price reasonableness analysis on all bids, and price escalation requests during contract performance are permitted only when material, labor, or other contract components significantly increase through no fault of the supplier and must be documented and approved in writing by both parties, not to exceed 5 percent of annual contract cost. All contracts are governed by Alabama law with exclusive venue in Montgomery, Alabama. Suppliers must submit responses electronically through the Alabama Buys platform, and supplier inquiries should be submitted online through the Supplier Portal for the specific solicitation to maintain a record of all inquiries and responses.