DHR Tallapoosa HVAC Filter replacement

The Alabama Department of Human Resources (DHR) is seeking a one-time HVAC filter replacement service across multiple county offices, with Coffee County being one of the jurisdictions involved. The procurement is a Round 1 Request for Quote targeting comprehensive air filter replacement in DHR facilities statewide, requiring mandatory site visits for all potential bidders between March 20 and April 21, 2025. Suppliers must replace existing HVAC filters with pleated (minimum MERV 13) and HEPA filters, with service completion mandated by May 30, 2025. Technical personnel must possess a minimum of 5 years HVAC experience and will perform work Monday through Friday between 8:00 am and 4:00 pm. Specific deliverables include complete filter replacement, proper disposal of old filters, comprehensive documentation through inspection forms and photographs, and physical labeling of each new filter with replacement date, company name, technician initials, and unit number. The proposal due date is April 4, 2025, with bidders required to attend specific site visits and sign-in at each location or risk disqualification. Evaluation will likely consider compliance with technical specifications, site visit participation, and overall service capabilities.

While no specific set-aside designations were explicitly detailed, the procurement appears to be open to qualified HVAC service providers who can meet the stringent technical requirements. Vendors must be registered in Alabama Buys, possess a current business license, and comply with state procurement regulations including E-Verify program participation and the Beason-Hammon Alabama Taxpayer and Citizen Protection Act. The contract will be awarded on a unit price basis with net 30 payment terms, processed after verification and approval of completed work. Though no specific budget range was provided, the statewide scope covering 67 county offices suggests a potentially significant contract value. Suppliers must adhere to ASHRAE standards and HVAC industry best practices, demonstrating professional capabilities through comprehensive site assessments, precise filter replacements, and meticulous documentation. The procurement process emphasizes thorough on-site evaluation, systematic county-by-county implementation, and strict compliance with technical and administrative requirements.