Opelika Regional DHR HVAC Filter replacement

The State of Alabama is seeking quotes for a one-time HVAC filter replacement project across multiple Department of Human Resources (DHR) county offices, with Coffee County being one of the jurisdictions involved. The procurement is a Round 1 Request for Quote targeting comprehensive filter replacement services, requiring suppliers to replace both pleated and HEPA filters in DHR offices with a minimum MERV rating of 13. Mandatory site visits are required for potential bidders, with a detailed 12-day site visit schedule spanning March 20 to April 21, covering all 67 Alabama counties. Suppliers must employ HVAC technicians with a minimum of 5 years of experience and follow ASHRAE installation standards. Deliverables include complete filter replacement, documentation including signed inspection forms, photographic evidence, and proper filter labeling with replacement date, company name, technician initials, and unit number. The project has a strict completion deadline of May 30, 2025, with work to be performed during standard business hours (Monday-Friday, 8:00 am-4:00 pm). The quote submission deadline is April 10, 2025, with pricing to be unit-based and covering all associated costs including travel, labor, materials, and filter disposal.

The solicitation does not explicitly specify set-aside designations or restrictions on respondent types. Payment terms are net 30, processed after verification and approval of completed work. While no incumbent vendors are identified, the procurement documents suggest a comprehensive statewide approach that may favor vendors with extensive geographic coverage and HVAC service capabilities. The contract appears to be a one-time service engagement without indication of multi-year commitments. Suppliers must be registered in Alabama Buys and comply with state-specific requirements, including the Beason-Hammon Alabama Taxpayer and Citizen Protection Act and E-Verify program participation. Though no specific budget range is provided, the statewide scope involving 67 county offices suggests a potentially significant contract value. Potential bidders must carefully review the Standard Terms and Conditions, which outline critical compliance expectations, including provisions for contract cancellation, dispute resolution, and state procurement rights.