Howard - WSHP Repair

Project Information

Bid Title: Howard - WSHP Repair
Issuing Agency: State Government of Alabama
Location: Alabama
Published Date: Aug 17, 2026
Closing Date: Aug 20, 2026
Government Level: State & Local
Status: Closed
Ref. #: SRC0000035432
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Project Description: Sourcing Project Number: SRC0000035432

Solicitation Label: Howard - WSHP Repair

Status: Open for Bidding

Due / Close Date: 8/20/2026

Main Commodity: HEAT PUMPS, INCLUDING PARTS AND ACCESSORIES

Solicitation Type: Quick Quote

Buying Agency: Veterans Home Administration- Pell City

Sourcing Responsible First Name: Sandy

Sourcing Responsible Last Name: Mayhan

Solicitation General Information

Code

SRC0000035432

Solicitation Name
Howard - WSHP Repair

Solicitation Type

Quick Quote

Round # Rounds are used to issue amendments and could be used to continue a solicitation with a “short-listed” set of suppliers.
1

Status

Open for Bidding

Begin
8/17/2026 10:47:49 AM (CST)

Award Status

End
8/20/2026 11:45:00 AM (CST)

Summary

Location:
Colonel Robert L. Howard State Veterans Home
7054 Veterans Pkwy
Pell City, AL, US 35125

Contact:
Hillary Hardwick 205-338-6487

Project: Condenser Water Loop Investigation, Leak Detection & System Restoration

SCOPE OF WORK:
The condenser water loop serving the facility’s water source heat pump (WSHP) systems has exhibited evidence of significant water contamination, including dirt, sediment, and sludge accumulation. These conditions can adversely affect system performance, reduce heat transfer efficiency, restrict water flow, and potentially result in premature damage to pumps, heat exchangers, control valves, and other system components.
Additionally, there appears to be an abnormal loss of water from the condenser water loop, which engineering has had to compensate by opening the loop water fil to 75%.
In order to properly diagnose the source and extent of the suspected water loss, supplier proposes to perform the following work in two phases.
---
PHASE I — SYSTEM MONITORING & LEAK INVESTIGATION
Supplier will furnish labor and materials to establish the necessary conditions to monitor and evaluate the condenser water loop and determine whether a water loss condition exists.
Work to Include:
1. Automatic Air Vents Furnish and install automatic air vents at accessible high points throughout the condenser water loop. These vents will allow trapped air to be properly removed from the system and assist in maintaining a completely water-filled condenser loop.
2. Water Meter Installation Furnish and install one (1) water meter on the condenser water loop system fill line. The meter will be utilized to accurately monitor makeup-water consumption and establish the volume of water being introduced into the system.
3. Water Usage Monitoring Monitor the makeup-water flow and usage over an appropriate period of operation to determine whether an abnormal water loss exists and, if so, establish an approximate rate of system water loss. Meter shall be checked and results recorded over an agreed upon period of time, by supplier.
4. System Pressure Adjustment Adjust the condenser water loop to an appropriate operating/test pressure to facilitate leak detection and provide accurate analysis of system water loss.
5. System Evaluation Review the collected water usage and system pressure information to determine whether the condenser water loop has an active leak condition and, to the extent reasonably possible, establish the severity of the water loss.
---
PHASE II — LEAK LOCATION, REPAIR & SYSTEM RESTORATION
Phase II work will commence following completion of Phase I and confirmation that an active leak exists within the condenser water loop.
Supplier will investigate the system to determine the approximate location and extent of the water loss. The investigation will include examination of accessible condenser water piping, valves, fittings, equipment connections, and other components associated with the loop.
Work to Include:
1. Determine the approximate magnitude of the identified water loss.
2. Investigate the condenser water loop to identify the source and location of the suspected leak.
3. Provide recommendations for corrective repairs based upon the findings of the investigation.
4. Perform necessary repairs to accessible piping, fittings, valves, or other components as agreed upon by the Owner.
5. Flush the condenser water loop as necessary to remove accumulated dirt, sediment, sludge, and other contaminants resulting from the identified condition.
6. Restore the condenser water loop to normal operating conditions.
7. Verify system operation following completion of the repair and flushing process.
PHASE II TOTAL PRICE: TBD
Phase II pricing will be developed after completion of Phase I and determination of the location and extent of the leak. Any major repairs, replacement of piping or equipment, or work requiring conditions beyond those reasonably anticipated under this proposal will be presented to the Owner for approval prior to proceeding.
---
GENERAL CLARIFICATIONS:
The purpose of Phase I is to establish reliable information regarding the suspected loss of condenser water from the system before proceeding with potentially extensive leak-location and repair work.
Installation of the water meter on the system fill line will provide an objective method of measuring makeup-water consumption rather than relying solely on system pressure or visual observation. This information will assist in determining whether the system has an active leak and the approximate severity of the condition.
The presence of sludge and contaminated water should also be addressed once the source of the water loss has been identified. Continued operation with contaminated condenser water may negatively affect system efficiency and may contribute to premature failure of system components.
All work will be performed in accordance with applicable mechanical codes, manufacturer requirements, and accepted commercial HVAC practices.
NOTE: Phase II repairs and system cleaning are contingent upon the findings of the Phase I investigation and will be priced separately unless otherwise agreed upon in writing.
---

Additional Information

Selected

Documentation Type Att. Validity End Date Version

Quick Quote Standard Boilerplate RFx Commercial Document (Approved)

DOPQQBPV4.08.26.pdf

1 Record(s)

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Sourcing Project Number:	SRC0000035432
Solicitation Label:	Howard - WSHP Repair
Status:	Open for Bidding
Due / Close Date:	8/20/2026
Main Commodity:	HEAT PUMPS, INCLUDING PARTS AND ACCESSORIES
Solicitation Type:	Quick Quote
Buying Agency:	Veterans Home Administration- Pell City
Sourcing Responsible First Name:	Sandy
Sourcing Responsible Last Name:	Mayhan

Code SRC0000035432
Solicitation Name Howard - WSHP Repair	Solicitation Type Quick Quote
Round # Rounds are used to issue amendments and could be used to continue a solicitation with a “short-listed” set of suppliers. 1	Status Open for Bidding
Begin 8/17/2026 10:47:49 AM (CST)	Award Status
End 8/20/2026 11:45:00 AM (CST)
Summary Location: Colonel Robert L. Howard State Veterans Home 7054 Veterans Pkwy Pell City, AL, US 35125 Contact: Hillary Hardwick 205-338-6487 Project: Condenser Water Loop Investigation, Leak Detection & System Restoration SCOPE OF WORK: The condenser water loop serving the facility’s water source heat pump (WSHP) systems has exhibited evidence of significant water contamination, including dirt, sediment, and sludge accumulation. These conditions can adversely affect system performance, reduce heat transfer efficiency, restrict water flow, and potentially result in premature damage to pumps, heat exchangers, control valves, and other system components. Additionally, there appears to be an abnormal loss of water from the condenser water loop, which engineering has had to compensate by opening the loop water fil to 75%. In order to properly diagnose the source and extent of the suspected water loss, supplier proposes to perform the following work in two phases. --- PHASE I — SYSTEM MONITORING & LEAK INVESTIGATION Supplier will furnish labor and materials to establish the necessary conditions to monitor and evaluate the condenser water loop and determine whether a water loss condition exists. Work to Include: 1. Automatic Air Vents Furnish and install automatic air vents at accessible high points throughout the condenser water loop. These vents will allow trapped air to be properly removed from the system and assist in maintaining a completely water-filled condenser loop. 2. Water Meter Installation Furnish and install one (1) water meter on the condenser water loop system fill line. The meter will be utilized to accurately monitor makeup-water consumption and establish the volume of water being introduced into the system. 3. Water Usage Monitoring Monitor the makeup-water flow and usage over an appropriate period of operation to determine whether an abnormal water loss exists and, if so, establish an approximate rate of system water loss. Meter shall be checked and results recorded over an agreed upon period of time, by supplier. 4. System Pressure Adjustment Adjust the condenser water loop to an appropriate operating/test pressure to facilitate leak detection and provide accurate analysis of system water loss. 5. System Evaluation Review the collected water usage and system pressure information to determine whether the condenser water loop has an active leak condition and, to the extent reasonably possible, establish the severity of the water loss. --- PHASE II — LEAK LOCATION, REPAIR & SYSTEM RESTORATION Phase II work will commence following completion of Phase I and confirmation that an active leak exists within the condenser water loop. Supplier will investigate the system to determine the approximate location and extent of the water loss. The investigation will include examination of accessible condenser water piping, valves, fittings, equipment connections, and other components associated with the loop. Work to Include: 1. Determine the approximate magnitude of the identified water loss. 2. Investigate the condenser water loop to identify the source and location of the suspected leak. 3. Provide recommendations for corrective repairs based upon the findings of the investigation. 4. Perform necessary repairs to accessible piping, fittings, valves, or other components as agreed upon by the Owner. 5. Flush the condenser water loop as necessary to remove accumulated dirt, sediment, sludge, and other contaminants resulting from the identified condition. 6. Restore the condenser water loop to normal operating conditions. 7. Verify system operation following completion of the repair and flushing process. PHASE II TOTAL PRICE: TBD Phase II pricing will be developed after completion of Phase I and determination of the location and extent of the leak. Any major repairs, replacement of piping or equipment, or work requiring conditions beyond those reasonably anticipated under this proposal will be presented to the Owner for approval prior to proceeding. --- GENERAL CLARIFICATIONS: The purpose of Phase I is to establish reliable information regarding the suspected loss of condenser water from the system before proceeding with potentially extensive leak-location and repair work. Installation of the water meter on the system fill line will provide an objective method of measuring makeup-water consumption rather than relying solely on system pressure or visual observation. This information will assist in determining whether the system has an active leak and the approximate severity of the condition. The presence of sludge and contaminated water should also be addressed once the source of the water loss has been identified. Continued operation with contaminated condenser water may negatively affect system efficiency and may contribute to premature failure of system components. All work will be performed in accordance with applicable mechanical codes, manufacturer requirements, and accepted commercial HVAC practices. NOTE: Phase II repairs and system cleaning are contingent upon the findings of the Phase I investigation and will be priced separately unless otherwise agreed upon in writing. ---
Additional Information

Documentation	Type	Att.	Validity End Date	Version
Quick Quote Standard Boilerplate	RFx Commercial Document (Approved)	DOPQQBPV4.08.26.pdf

Howard - WSHP Repair

Project Information

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