DHR Choctaw Co HVAC PM FY26

The Alabama Department of Human Resources (DHR) is soliciting quotes for HVAC Preventive Maintenance (PM) services for its Clarke County facility and other locations across Southwest Region 1, with a mandatory site visit scheduled for Friday, May 22, 2026, between 8:00 AM and 4:00 PM, and a quote submission deadline of May 27, 2026. The procuring agency is the State of Alabama, specifically DHR, for Clarke County jurisdiction (FIPS Code 01025). The services required include quarterly HVAC PM services for all equipment at DHR county offices, encompassing system checks, filter replacement (minimum MERV 10 pleated filters, no fiberglass), voltage and amperage verification, drain pan cleaning, belt inspection and replacement, wiring inspection, and blower wheel cleaning. The Clarke County facility in Grove Hill maintains four Carrier Gemini air handler units with auxiliary heaters, four outside Carrier condenser/heat pump units, one Carrier direct expansion fan coil unit with electric heater, and two exhaust fans requiring maintenance. The supplier must be a State of Alabama HVAC-licensed contractor with current state refrigeration certification, a valid Master gasfitter plumber license, and all technicians must hold current EPA universal refrigeration certification with documented commercial HVAC experience. Services must be scheduled by appointment during county office hours (Monday through Friday, 8:30 AM to 4:00 PM, excluding weekends and holidays), performed sequentially within each quarter, and include all labor, travel, mileage, tools, filters, and materials within the quarterly unit price bid. The supplier is responsible for all damages caused by technician negligence, completion of inspection forms with photographic documentation prior to technician departure, and obtaining written PO approval before performing any repairs identified during inspections.

The standard terms and conditions for this quick quote solicitation specify that suppliers must be registered in Alabama Buys and participate electronically through the Alabama Buys system. The solicitation does not identify specific set-asides for disadvantaged enterprises or restrictions on organizational types, though suppliers must comply with the Beason-Hammon Alabama Taxpayer and Citizen Protection Act, requiring E-Verify enrollment verification for suppliers employing workers within Alabama, and foreign corporations must register with the Alabama Secretary of State before transacting business in the state. No incumbent vendors or current contractors are identified in the solicitation documents. Any resulting contract may be renewed annually by written agreement of both parties up to a total contract cost of $25,000 or a total time period of five years from the effective date, with price escalations considered only if material, labor, or other components increase significantly and documented increases do not exceed industry-specific price indices or the Consumer Price Index, capped at 5 percent of annual contract cost without exceeding the $25,000 total contract limit. The State reserves the right to conduct cost realism and price reasonableness analysis on all bids and retains sole discretion to cancel contracts for convenience with minimal notice. The State is exempt from sales tax under Alabama Code Section 40-23-4(a)(11).