DHR Shelby Co HVAC PM FY26

The State of Alabama Department of Human Resources is soliciting quotes for HVAC preventative maintenance services across twelve regional areas encompassing all sixty-seven Alabama counties, with this specific opportunity focused on Mobile County facilities. The procurement requires suppliers to provide quarterly preventative maintenance services for comprehensive HVAC equipment including boilers, chillers, air handler units, split system heat pumps, and associated systems at DHR county office locations. All services must be performed by Alabama-licensed HVAC contractors holding current state refrigeration licenses, gasfitter/master gasfitter certifications, and EPA universal refrigeration certifications, with technicians required to schedule appointments during DHR business hours (Monday-Friday, 8:30 A.M. to 4:00 P.M.). Deliverables include detailed on-site inspection documentation with photographs, signed by both technicians and authorized DHR personnel, quarterly filter replacements with pleated MERV 10 rated filters or HEPA alternatives, semi-annual deep cleaning of condenser and evaporator coils, annual freon level checks and replacements, and water treatment testing for water-cooled systems. Suppliers must provide repair quotes prior to authorization of any corrective work identified during inspections and assume full responsibility for all materials, equipment, parts, labor, and damages caused by negligent service technicians. The mandatory site visit is scheduled for Monday, May 4, 2026, between 8:00 A.M. and 4:00 P.M., with failure to complete the site visit resulting in bid rejection; quotes are due by May 8, 2026, and any resulting contract may be renewed annually with a maximum total contract cost of $25,000 or five-year duration.

The solicitation documents do not specify set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor information. However, all responding suppliers must be registered in Alabama Buys, comply with Alabama law and regulations, and meet specific state requirements including foreign corporation registration, E-Verify enrollment for workers employed in Alabama, and sales and use tax certification per Code of Alabama Section 41-4-142. Suppliers must accept multiple forms of electronic payment including credit cards, P-cards, and EFT transfers at no additional cost to the State, and the State reserves the right to conduct cost realism and price reasonableness analysis with approval authority for price escalation requests not exceeding five percent of annual contract costs when justified by industry-specific or CPI indices. The solicitation references specific HVAC equipment inventory across Northeast Region facilities, including Shelby County equipment specifications with detailed manufacturer, model, and serial number documentation, indicating that successful contractors must integrate with existing DHR facility infrastructure and equipment. While specific award values are not detailed in the solicitation materials, the maximum contract value is capped at $25,000 total or five years, and the State retains the right to cancel contracts for convenience with reasonable notice.