DHR Jefferson Bessemer HVAC PM FY26

The Alabama Department of Human Resources (DHR) is issuing a Request for Quote (Round 1) for HVAC preventive maintenance services at the DHR Jefferson Bessemer facility and multiple county office locations throughout Alabama under the DHR HVAC PM FY26 solicitation. The procurement encompasses quarterly preventive maintenance for all HVAC equipment including boilers, chillers, air handlers, split system heat pumps, rooftop units, mini-split systems, and exhaust fans, along with minor repairs such as part replacement, connection fixes, drain line clearing, duct work repairs, belt replacement, and small refrigerant leak repairs. Suppliers must be State of Alabama licensed HVAC contractors holding current refrigeration licenses, master gasfitter certifications for gas equipment service, and EPA universal refrigeration certification for technicians handling refrigerants; all licenses and certifications must be current at the time of award and maintained throughout the contract period. Deliverables include quarterly PM service completion with before and after photographs containing date and time stamps, signed inspection reports reviewed by both technician and DHR authorized personnel, all required inspection forms completed without inaccuracies or omissions, water treatment testing and analysis reports for specified counties with water-cooled systems, itemized repair quotations detailing equipment specifications and labor rates, and comprehensive quarterly system inspections covering all specified HVAC components. The supplier is responsible for all damages caused by negligent acts of service technicians, including equipment, structural, and water damage, and must replace all filters quarterly with pleated filters rated minimum MERV 10. Mandatory site visits are required between April 24 and May 26, 2026, across twelve regional areas during business hours (8:00 AM to 4:00 PM), with bidders required to sign in at each location; failure to complete site visits will result in bid rejection. The solicitation deadline is April 29, 2026, with proposals submitted electronically through Alabama Buys.

The solicitation does not specify set-aside designations or restrictions on respondent types based on disadvantaged enterprise status in the provided documentation. No incumbent contractors or current service providers are identified in the available procurement materials. The contract establishes a total cost cap of $25,000 across the original agreement and any subsequent renewals combined, with unit pricing structured as a quarterly PM service total cost per location including all labor, travel, mileage, materials, supplies, and equipment. The resulting contract may be renewed annually by written agreement of both parties for a maximum term of five years from the effective date. All suppliers must comply with compliance certifications including E-Verify enrollment verification, sales and use tax registration certification, debarment and suspension certifications, and adherence to the Beason-Hammon Alabama Taxpayer and Citizen Protection Act; all contracts are governed by Alabama law with exclusive venue in Montgomery, Alabama. Price escalation requests may be considered during contract performance if material, labor, or other component costs increase significantly through no fault of the supplier; however, any approved increases cannot exceed 5 percent of the annual contract cost.