Project Information

Bid Title

QSP 2026-02 Supplmental HVAC Services

Issuing Agency

Montgomery Housing Authority

Location

Alabama

Published Date

May 7, 2026

Closing Date

May 22, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

QSP 2026-02 Supplmental HVAC Services

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QUOTATIONS FOR SMALL PURCHASES (QSP) No. QSP 2026-02

Supplemental HVAC Services (Task Order)

525 South Lawrence Street

Montgomery, Alabama 36104

QUOTATIONS FOR SMALL PURCHASE (QSP 2026-02)

Supplemental HVAC Services (Task Order)

DATE ISSUED:

TYPE OF PROJECT:

CONTACT PERSON:

Thursday, May 7, 2026

The Montgomery Housing Authority is seeking qualified, licensed

contractors to form a pool of contractors to supplement it in-

house HVAC personnel with HVAC Services on a task order basis

agency wide.

Sheila Brown, Procurement/Contract Administrator

sbrown@mhatoday.org

LAST DAY FOR QUESTIONS:

SUBMISSION DEADLINE:

Wednesday, May 13, 2026, at 3:00 p.m. (CST)

Friday, May 22, 2026, at 12:00 p.m. (CST)

Sheila Brown, Procurement/Contract Administrator

sbrown@mhatoday.org

The responsibility for submitting a response to this QSP at the MHA on or before the stated time and

date will be solely and strictly the responsibility of the respondent. The offeror shall wholly absorb all

costs incurred in the preparation and presentation of the quote.

MONTGOMERY HOUSING AUTHORITY, ALABAMA

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QUOTATIONS FOR SMALL PURCHASES (QSP) No. QSP 2026-02

Supplemental HVAC Services (Task Order)

Pre-Bid Conference: MHA will not conduct a pre-bid conference for this project.

1.0 MONTGOMERY HOUSING AUTHORITY (MHA) CONTACT: All questions pertaining to this QSP documents shall be

addressed to Sheila Brown, Procurement/Contract Administrator (CA), by e-mailing sbrown@mhatoday.org. Last

day for questions is Wednesday, May 13, 2026, at 3:00 pm CST.

2.0 APPLICABILITY: By submitting a quote to the MHA, the vendor is agreeing to abide by all terms and conditions

listed herein, including those terms and conditions within HUD Handbook 7460.8 REV 3, Procurement Handbook for

Public Housing Agencies, HUD Form 5370 C Section 2 (attached hereto), MHA Section 3 Policy (attached hereto),

and Davis Bacon Wages Rates General Decision AL20260054 dated January 2, 2026 (attached hereto).

3.0 MHA RESERVATION OF RIGHTS: The MHA reserves the right to:

3.1 Reject any or all quotes, to waive any informalities in the QSP process, or to terminate the QSP process at

any time, if deemed by the MHA to be in the best interest of the MHA;

3.2 Terminate a contract awarded pursuant to this QSP at any time for its convenience upon delivery of a 10-

day written notice to the apparent or successful Bidder;

3.3 Determine the days, hours and locations that the successful Bidder shall provide the items or services called

for in this QSP;

3.4 Reject and not consider any quote that does not, in the opinion of the CA, meet the requirements of this

QSP, including but not necessarily limited to incomplete quotes offering alternate (not including “or equal”

items) or non-requested items or services;

3.5 MHA reserves the right to:

3.5.1

3.5.2

3.5.3

To make an award to the same vendor (aggregate) for all items; or,

To make an award to multiple Vendors for the same or different items; or,

Form a pool of contractors.

4.0 BIDDER’S RESPONSIBILITY: Each Bidder must carefully review and comply with all instructions provided herein,

provided within any named attachments and those provided within the noted Internet system.

5.0 DEADLINE: Quotes must be received by Friday, May 22, 2026, 12:00 P.M. CST by emailing MHA’s

Procurement/Contract Administrator, Sheila Brown, at sbrown@mahtoday.org by the aforementioned date and time.

Each bidder shall submit his/her quote prior to the posted deadline, as provided for herein (Exhibit A-Quote Submittal

form and Quote Pricing Table, must be executed). All quantities entered by MHA herein the attached Quote Pricing

Table are for calculating purposes only. The listed quantities may be for 1 month or 2 years, we are unsure. MHA

does not guarantee any minimum or maximum amount of work awarded from this QSP. Each bidder must calculate

the total on the Quote Pricing Table and submit with quote. MHA reserves the right to verify and use the actual

calculations for awarding.

MONTGOMERY HOUSING AUTHORITY, ALABAMA

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QUOTATIONS FOR SMALL PURCHASES (QSP) No. QSP 2026-02

Supplemental HVAC Services (Task Order)

Whereas this is an informal solicitation process, the MHA reserves the right to extend the posted deadline at any

time prior to the deadline, if, in the opinion of the CA, it is in the best interests of MHA to do so. MHA will not accept

quotes submitted to anyone besides the Procurement/Contract Administrator at the aforementioned email address.

Late submissions will not be accepted.

6.0 HOLD PRICES/NON-ESCALATION: By submitting a quote, and whereas the quote sum submitted is a firm-fixed

quote, each Bidder thereby agrees to "hold" or not increase the proposed quote prices during the term of the work.

7.0 PURCHASE ORDER: MHA will procure these services via purchase order for a duration of 1 year with a one-year

extension option, at MHA’s discretion, for a total of 2 years. By submitting a quote, the successful Bidder thereby

agrees to confirm receipt of the award in the manner directed by MHA. All items included in this QSP must be

included in the subsequent issued purchase orders. All purchase orders between the parties will be governed by

and enforced in accordance with Federal HUD regulations and the laws of the State of Alabama.

8.0 AWARD CRITERIA: MHA will retain the right to contract with any of the bidders as a result of this QSP, which

contracting shall occur in the following manner (this is sometimes called ‘forming a pool’ of contractors that the MHA

may draw from). MHA may retain one or more contractors to order from on a task order and/or on-call basis, any

amount of services MHA requires. MHA does not guarantee any amount of work.

If a pool of contractors is formed, each bidder will be ranked by total calculated bid sum submitted in

response to this QSP.

When MHA has need of work in each service area, the MHA staff assigned will contact the 1st-ranked

Contractor to ascertain as to whether or not that Contractor is available to do the work within the reasonable

timeframe the Agency has established for that work. If the 1st-ranked Contractor is not available, the MHA

will proceed to the next-ranked Contractor, and so forth, until the MHA has located an available Contractor.

There may be instances when it is not reasonable to wait for the needed services to be completed, when

service is required from a Contractor immediately, meaning a Contractor is needed to drive to the site

quickly. In such cases the MHA reserves the right to (and probably will) suspend the required response

time and will seek a Contractor who within the previously described pool rotation who is immediately

available.

9.0 INVALID OR ALTERNATE QUOTES: Failure to complete and submit all required information, or to add any additional

requirements not acceptable to MHA, may invalidate the quote submitted. Furthermore, MHA shall reserve the right

to reject, without consideration, alternate quotes, meaning those that do not meet the requirements of this QSP.

10.0 QUOTE COSTS: There shall be no obligation for the MHA to compensate any Bidder or prospective Bidder for any

costs that he/she may incur in responding to this QSP.

11.0 SHIPPING COSTS: Each quoted sum submitted shall include completion of the specified services at the MHA site or

location, as specified within this QSP or on the contract executed.

12.0 ASSIGNMENT OF PERSONNEL: MHA shall retain the right to demand and receive a change in personnel assigned by

the successful Bidder to provide services to the HA if the HA believes that such change is in the best interest of the

HA and the completion of the work or provision of the items.

13.0 E-VERIFY: U.S. Law requires companies to employ only individuals who may legally work in the United States –

either U.S. citizens, or foreign citizens who have the necessary authorization. The Contractor must certify compliance

MONTGOMERY HOUSING AUTHORITY, ALABAMA

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QUOTATIONS FOR SMALL PURCHASES (QSP) No. QSP 2026-02

Supplemental HVAC Services (Task Order)

with E-verify, in that the Contractor is registered, uses, and will continue to use the E-Verify, Federal Work

Authorization Program throughout the contract period.

14.0 SECTION 3/RESIDENT PARTICIPATION: MHA encourages the hiring of residents by the Contractor for any

employment opportunities available as a result of its contracts. The Contractor will be asked to make every effort to

hire residents and to post job opportunities in the Management Office of the communities where the work is to be

performed or any other areas assessable to residents. The Contractor will be asked to report the hiring of any

residents to assist MHA in monitoring resident participation in the performance of work under its contracts, progress

toward achieving established goals and in the development of future resident participation programs. All bidders are

required to read MHA’s Section 3 plan and be familiar with the timing of submission of requested/required forms. The Section

3 Plan is attached hereto and can be found along with electronic links at www.mhatoday.org. All bidders must read, sign and

submit the Section 3 Clause Compliance Commitment Form and Section 3 Participation Election Form. Any bidder who is a

Certified Section 3 Business must include the certification, along with the Section 3 Business Concern Certification Form. These

forms shall be fully completed, executed and included with quote submission. These forms are attached hereto as (“Exhibit B1”).

15.0 UNAUTHORIZED SUB-CONTRACTING PROHIBITED: The successful Bidder shall not assign any right, nor delegate

any duty for the work proposed pursuant to this QSP (including, but not limited to, selling or transferring the ensuing

contract) without the prior written consent of the CA. Any purported assignment of interest or delegation of duty,

without the prior written consent of the CA shall be void and may result in the cancellation of the contract with MHA.

16.0 LICENSING: The Bidder must provide the following with their quote submission:

16.1 The contractor will have and maintain all required licenses necessary to conduct business in the City of

Montgomery and any specialty licenses required to perform the required work listed in this QSP. Copies of all

licenses must be on file in the Procurement/Contract Office of the Montgomery Housing Authority, prior to the

contractor starting work or the contractor may submit their current business license with their quote.

16.2 Alabama Board of Heating, Air Conditioning & Refrigeration license must be submitted with their quote.

17.0 INSURANCE and BID SECURITY (BOND) REQUIREMENTS:

17.1 The company must certify/show proof of workers compensation (if applicable), general liability (minimum

coverage of $1,000,000 per occurrence) and auto liability ($1,000,000 per occurrence). Insurance coverage

must be maintained throughout the term of the contract. Copies of all proof of insurance must be on file in

the Procurement Office prior to contractor beginning work. MHA requires workers compensation insurance

coverage for all services performed on-site.

17.2 Bid security must be furnished with bids in the amount of $100,000.00 or more. Bid security shall be in the

form of a bid bond (executed by a surety company duly authorized and qualified to make such bonds in

Alabama) or a cashier’s check (drawn on an Alabama bank) payable to MHA. The amount of the bid security

should not be less than 5% of MHA’s estimated cost of the work or of the contractor’s bid but is not required

to be more than $10,000.00. A performance and payment bond for 100% of the total contract value must

be submitted prior to commencing work. To the extent required under Ala. Code Section 39-1-1 (a), et seq.,

in addition to the performance bond, another bond for not less than 50 percent (50%) of the total contract

value, with the obligation that the contractor or contractors shall promptly make payments to all persons

supplying labor, materials, or supplies for or in the prosecution of the work provided in the contract and for

the payment of reasonable attorneys’ fees incurred by successful claimants or plaintiffs in civil actions on

MONTGOMERY HOUSING AUTHORITY, ALABAMA

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QUOTATIONS FOR SMALL PURCHASES (QSP) No. QSP 2026-02

Supplemental HVAC Services (Task Order)

the bond. MHA complies with the stricter of the two and requires the performance and payment bonds at

100% if applicable. MHA does not anticipate this project meeting these bid bond, performance or payment

bond requirements.

18.0 SCOPE OF SERVICES:

Purpose:

MHA solicits quotes to provide supplemental HVAC services to form a pool of contractors that the MHA may draw

from on a task order basis. This pool with supplement MHA’s in-house HVAC personnel as needed. Contractors will

primarily provide services to commercial units located at MHA’s Central Office, The Terrace, Parks Place

Administrative Building and Gibbs East Property Management, Community Center and Maintenance Shop. MHA

reserves the right to have Contractors provide HVAC services at residential units throughout any of its properties.

The contract duration is one year with one extension option, at MHA’s discretion, for a total of 2 years.

MHA requests all bidders to provide all labor, supplies, material, equipment and insurance to service all HVAC systems

agency wide. All bidders must provide their current Montgomery, AL business license and Alabama Board of Heating,

Air Conditioning & Refrigeration license with submission. HVAC License must be in the Contractor’s company name.

If the HVAC license is in an individual name, that person must submit a Montgomery, AL business license and be able

to register with MHA as a vendor.

Scope of Work:

Bidder is required to provide services on a task order basis for the repair of all HVAC commercial units. MHA will provide

filters.

Additional Requirements:

MHA may require the awardee to replace the entire HVAC system. Any HVAC system replacements shall require a

separate quote and are subject to MHA receiving additional quotes to perform cost analysis. If HVAC replacements

are approved via purchase order after quote analysis, awardee is required to submit HVAC system serial numbers

and pictures confirming installation with its corresponding invoice.

19.0 NOTICE TO PROCEED, which specifies when the work is to begin, will be given to the Contractor in writing. Any

preliminary work started, or materials ordered or purchased before receipt of the notice to proceed are at the risk

and expense of Contractor. MHA will utilize an approved purchase order as the notice to proceed once the project

commences.

20.0 FORMS: The following forms are attached and/or included in this request for quote:

• HUD Form 5370 C Section 2

• Davis Bacon Wages Rates General Decision AL 20260054 dated January 2, 2026 (sign and submit with

quote)

• Profile of Form (complete and submit with quote)

• Client Reference Form (complete and submit with quote)

• Company Information Form (complete and submit with quote)

• Quote Submittal Form (complete, sign and submit with quote)

• Section 3 Clause Compliance Commitment Form, Participation Election Form and Section 3 Business

Concern (complete, sign and submit with quote)

MONTGOMERY HOUSING AUTHORITY, ALABAMA

Page 5

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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