DHR Crenshaw Co HVAC PM FY26

The State of Alabama Department of Human Resources (DHR) is soliciting quotes for quarterly HVAC preventative maintenance services for its Crenshaw County office location in Fiscal Year 2026. This is Round 1 of a Request for Quote procurement process that will be awarded as a Purchase Order with an initial one-year term. The scope of work encompasses quarterly preventive maintenance and minor repairs for all HVAC equipment, including boilers, chillers, split-system heat pumps, air handlers, condensers, and exhaust fans at the county facility. Services must be performed by State of Alabama HVAC-licensed contractors holding current State of Alabama refrigeration licenses, gasfitter plumber licenses with Master gasfitter certification, and EPA universal refrigeration certification (Section 608) for technicians handling refrigerants. The supplier's unit price bid shall represent the total quarterly PM service cost per location, including all labor, travel, mileage, materials, and filters (minimum MERV rating of 10), with quarterly replacement required. All preventive maintenance work must be completed during county office hours (Monday through Friday, 8:30 a.m. to 4:00 p.m.), excluding weekends and holidays, and the Crenshaw County facility operates seven split-system heat pumps with auxiliary heaters, two through-the-wall heat pumps, and fifteen exhaust fans requiring inspection per Forms A, J, and D. A mandatory site visit is required on Friday, May 18, 2026, between 8:00 a.m. and 4:00 p.m. at the Crenshaw County office location, and responses must be submitted electronically through Alabama Buys with a deadline of May 21, 2026. The State reserves the right to conduct cost realism and price reasonableness analysis on all bids and may request written proof of supplier qualifications including manufacturer authorizations, licenses, and insurance certificates.

The procurement documentation does not specify set-aside designations or restrictions limiting responses to disadvantaged enterprises or other classifications. No incumbent vendor information or current contractor details are provided in the available solicitation materials. The contract may be renewed annually by written agreement of both parties up to a total contract cost of $25,000 including all renewals, or for a total time period of five years from the effective date, whichever comes first. Suppliers must be registered in Alabama Buys and comply with all state requirements, including E-Verify enrollment verification if employing personnel within Alabama and registration with the Alabama Secretary of State if a foreign corporation. Price increases during contract performance may be considered if justified by material, labor, or other cost component increases, provided such increases do not exceed industry-specific price index increases or the Consumer Price Index and are capped at five percent of annual contract cost. The State of Alabama is exempt from sales tax and will not indemnify suppliers under this agreement, and all disputes shall be resolved through negotiation or non-binding alternative dispute resolution conducted in Montgomery, Alabama.