DHR Clay Co HVAC PM FY26

The State of Alabama Department of Human Resources (DHR) is soliciting quotes for quarterly HVAC preventive maintenance services at Clay County facilities under Round 1 of this procurement process. The services encompass comprehensive preventive maintenance and minor repairs for all HVAC equipment types, including boilers, chillers, air handlers, heat pumps, and associated systems, explicitly excluding new unit installations, system replacements, or work requiring structural modifications. All quarterly PM services must be performed during county office hours (8:30 a.m. to 4:00 p.m., Monday through Friday), with service deliverables including detailed inspection forms completed and signed by technicians and DHR authorized personnel, photographic documentation of filter replacements and coil cleaning, and water treatment and testing for specified counties with water-dependent systems. Required qualifications are stringent and mandatory, including State of Alabama HVAC licensure with refrigeration certification, gasfitter/plumber licensure with master gasfitter certification, and EPA universal refrigeration certification (Section 608) for all technicians handling refrigerants. The unit price bid must represent all quarterly PM service costs per location, including labor, travel, mileage, tools, filters, and materials with no additional charges permitted; filters must be pleated with MERV 10 rating and replaced quarterly. Critical deadlines include a mandatory site visit on Monday, May 6, 2026, between 8:00 a.m. and 4:00 p.m. at the Clay County DHR office location, with the due date for quote submissions set for May 11, 2026, and posting date of April 29, 2026.

The procurement documents do not identify set-aside designations, disadvantaged enterprise restrictions, or incumbent vendors. All suppliers must comply with the Beason-Hammon Alabama Taxpayer and Citizen Protection Act, including E-Verify enrollment verification if employing one or more employees within Alabama, and must certify full compliance with Alabama State and local sales, use, and lease tax registration and remittance requirements. Vendors must register in Alabama Buys and submit responses electronically through the platform, accepting multiple forms of electronic payment including state-issued credit cards, P-cards, and EFT at no additional cost to the State. The contract term may extend up to five years from the effective date with annual renewals available by written agreement of both parties, provided the total contract cost does not exceed $25,000 including the original agreement and any subsequent renewals. Price escalation requests may be considered during contract performance if material, labor, or other components increase significantly, with increases capped at 5 percent of annual contract cost and subject to written approval from both parties. No specific award values or budget ranges are disclosed in the solicitation materials provided.