DHR Colbert Co HVAC PM FY26

2026-11-03

All PM service requirements and repairs for DHR are to be performed by a State of Alabama HVAC licensed contractor and hold a State of Alabama refrigeration license certified by the Alabama Board of Heating , Air Conditioning , and Refrigeration Contractors . Supplier must hold a State of Alabama Gasfitter plumber license and hold Master gasfitter certification certified by Alabama Plummers and Gasfitters Examining Board for servicing all gas fired equipment . All licenses required for Contractor and technicians working on DHR equipment shall be current at time of award and shall remain current throughout subsequent agreement . Technicians that service DHR equipment handling refrigerants shall hold universal refrigeration certification from EPA ( Environmental Protection Agency ), per code requirement section 608 , and shall have current certification at time of award and certification shall remain current throughout subsequent agreement . Technicians performing service work to DHR equipment shall be trained and skilled at time of award in the following : Service work experience in all applicable brands of HVAC commercial systems at each county office and as shown on the county equipment list provided with this solicitation . Gas and electric boilers , air - and water - cooled chillers , closed loop , water source heat pump , mini splits , split systems , packaged units , furnaces , and all other equipment included in DHR equipment list provided with this solicitation . Any brand specific factory certifications should be available upon request . Required training as per HVAC commercial industry standards and this skill level must be maintained throughout the subsequent agreement , in service and repair on DHR equipment . Apprentices must be accompanied by knowledgeable , skilled technicians to service and repair DHR equipment , and all must have refrigeration card on person while on DHR property working on HVAC equipment . Refrigeration cards do not apply to technician servicing boilers . Upon award , Supplier shall provide a list of technician ’ s names that will service DHR , that currently hold EPA certification and provide a copy of the current EPA certification which shall be used as written verification of knowledge and skill level of technician ( s ). PM Schedule for HVAC Systems : All PM services shall be performed once per quarter and in sequential order within each quarter to ensure inspections are not completed back - to - back months between quarters . Example : maintenance completed in 1st quarter , during 2nd month , will be completed in 2nd quarter during , 2nd month . PM Labor / Travel and Mileage / Material and Supplies : Supplier unit price bid shall represent quarterly PM service total costs per location . Unit price for PM services shall include all tools , filters , travel , labor , and equipment necessary . Replacement Filters : All replacement filters shall be pleated , including HEPA filters , and all filter ’ s must be replaced quarterly – no exceptions . All standard pleated filters shall comply with a MERV rating 10 for the specific HVAC system and building conditions . No fiberglass filters shall be used . HEPA filters shall be replaced with HEPA filters . Boiler filters shall be pleated filters . Size is determined by system in place . Installation must adhere to HVAC industry best practices to maintain system performance and indoor air quality . Supplier Service Requirements : After award , all PM quarterly inspections are scheduled by appointment only . Supplier shall schedule in advance through DHR County Office . County Office appointment hours are provided M - F , 8 : 30 A . M .- 4 : 00 P . M ., excluding weekends and Holidays . Upon arrival for each PM service , the technician shall sign in at the DHR County Office Front Desk and technician must report to authorized personnel – Finance Officer , their back up or Office Director prior to start of inspection . Each quarter during PM service , the technician shall replace all air filters and shall label all filters with the following information : Service technician initials , company name , filter replacement date , and HVAC unit number . Washable type filters shall be washed on site and reinstalled in lieu of replacement . Technicians shall take pictures before and after cleaning at quarterly inspections . Pictures shall contain date and time taken . Technician pictures must show old filters removed and new filters installed with labeling as detailed above . These pictures shall be provided to DHR County Office personnel for review prior to technician leaving the site . All pictures shall be reviewed including pictures of shroud removal to show before and after cleaning of condensing coil , drain pan , heads on mini splits , louvers , air filters , and exhaust fans . Inspection reports shall be signed and reviewed by Technician and DHR authorized personnel to confirm service completion . Any issues or needed repairs should be discussed on day of PM prior to technician leaving the site . Analysis of Water Treatment and Testing : Water treatment and testing is required on all HVAC systems that utilize water in heating or cooling the DHR buildings . Presently , there are eleven ( 11 ) DHR county offices that have a system of this type . These counties are : Baldwin , Blount , Calhoun , Chilton , Cullman , Elmore , Etowah , Jefferson Bessemer , Madison , Morgan , St . Clair . The awarded supplier of the preventive maintenance PO for those DHR offices with water systems shall use a company that is certified in water treatment testing for HVAC system inspection . Water treatment reports will be submitted prior to payment of invoice . The supplier shall provide information on water treatment and testing company along with their certifications to the county office and DHR Purchasing upon receipt of PO . The supplier awarded the resulting HVAC PO shall be responsible for the cost of all materials , equipment , or other related costs for maintaining a proper balance in the water system . Upon the completion of each quarterly water treatment test , a copy of each service and / or analysis report shall immediately be furnished to the DHR County Office authorized personnel . HVAC PM tasks required annually : Once per year , Supplier shall check freon replacement levels and add freon as needed to bring levels back in line with equipment manufacturer requirements . HVAC PM tasks required twice per year : Deep clean all condenser coils , outside included . Remove shrouds and clean inside valley area where condenser pans are located . Deep clean evaporator coils , and clean air handler . HVAC PM tasks required Quarterly : Perform a complete system check to include review of Variable Air Volume ( VAV ) for proper operation and clean all exhaust fans . Replace all filters and wash all washable type filters per specification requirements . Check voltage and amperage on compressor , Clean / vacuum drain pans , clean indoor heads on mini splits , and clean louvers . Check system for lubrication and lubricate system as needed using manufacturer ’ s recommended coil cleaner . Check all belts and replace belts when needed . Check all pulleys and replace as needed . Inspect wiring and electrical disconnect . Check pan tablets and add pan tablets as needed . Check primary and auxiliary drains and pans for cleanliness and clean as necessary . Check condensate pumps for proper operation and clean screens where applicable . All condensate drains shall be cleaned with compressed air or an industry - standard chemical agent that poses no environmental threat . Check vents . Clean blower wheels and fan blades to ensure proper air flow . Review system for potential needed repairs . Chiller PM Quarterly Requirements : Check for proper refrigerant charge . Check for control calibration and operation . Inspect main electrical components , check for overheating , and tighten if necessary . Inspect compressor operating oil level . Check compressor unloading and / or capacity control mechanisms . Check and record refrigerant sub - cooling . Check for refrigerant contamination and moisture . Check and record compressor voltage and amperage . Properly check expansion tank pressure . Inspect all pumps , motors , and bearings . Lubricate per manufacturer recommendations . Check crankcase heater . Cooling Tower PM Quarterly Requirements : Check all belt tension and adjust as needed Check fan blades for cracks and vibrations . Check sheaves and bushings for water . Check motor operation and grease bearings . Check for proper operation of pumps and sprayer heads .

Alabama

2026-05-10