REQUEST FOR QUOTE RFQ-027-003 HVAC SERVICES November 2, 2026

Description: INTRODUCTION The Tuscaloosa Housing Authority (THA) hereby requests written and digital quotations from qualified firms, for HVAC services. Written quotations shall be returned no later than 11:00 AM on December 9, 2026 to the attention of Harold Strachan, Purchasing Manager, at 2117 Jack Warner Parkway, Suite 2, Tuscaloosa, AL 35401. SCOPE OF HVAC SERVICES Provide repair services to a variety of heating and cooling systems for the Tuscaloosa Housing Authority equipment and systems on an "As Needed" basis during normal business hours, and additionally provide emergency repair services for after-hours needs. Contractor is to warrant repairs for a minimum of thirty (30) days for labor and extend warranties on materials per manufacturers' written warranties. All repairs are to be performed by certified technicians. Used equipment is to be removed by contractor and disposed of using methods established by industry standards and all applicable laws. GENERAL REQUIREMENTS x Service Technicians must be certified or directly supervised by a certified technician and must be bondable. x All contractor representatives/service technicians should be identified by company uniform, company identification / nametag, or both. QUALIFICATIONS Each firm / individual must provide information on its qualifications to provide the services offered. Qualifications information must include: 1. Number of years the firm/individual has been in business providing the requested service; 2. List at least three (3) clients for whom similar services have been provided; 3. Description of services provided by the firm/individual with a demonstrated track record at providing this type of service. TIMELINE AND SCHEDULE OF EVENTS Publication of RFQ November 2, 2026 Deadline for Submission of Questions November 18, 2026 by 5:00 PM CT Quote Submission Deadline December 9, 2026 by 11:00 AM CT ACKNOWLEDGEMENT OF ADDENDA The offeror shall acknowledge in their quote receipt of any Addenda to this quote by signing the document on the acknowledgement line of the amendment. Offeror's failure to acknowledge an Addendum may result in rejection of the quote. This may be done in the cover letter. COMPLETE AND ACCURATE SUBMISSION An offeror's failure to provide accurate information in response to this quote may disqualify the offeror from further participation in the quote selection process. A quote may be corrected, modified or withdrawn, provided that the correction, modification or request for withdrawal is made by the offeror, in writing, and is received at the place and prior to the date and time designated in the quote for final receipt of sealed quotes. After such date and time, the offeror may not change any provision of its quote in a manner prejudicial to the interest of the THA and/or fair competition. COMMENCEMENT, EXECUTION, AND COMPLETION The contractor should expect to commence work under this contract beginning March 2027 after its receipt of a written notice-to-proceed from the THA to execute the work. QUOTE RETENTION All quotes are the property of and shall be retained by THA, and therefore, will not be returned to the offeror. TERM OF SERVICE The initial term of the contract shall be for two (2) years in accordance with the start and completion date in the contract issued by the THA. INSURANCE Prior to the execution of the contract for services, the offeror shall provide proof of current Commercial General Liability Insurance ($1,000,000 minimum), Workers Compensation and Employers Liability Insurance ($1,000,000 minimum), as required by law. If awarded a contract the firm/individual will agree to name THA as an additional insured on all commercial or comprehensive general liability policies for the duration of the contract. Additionally, contractor shall state that a thirty day notice of prior cancellation or change will be provided to THA. INQUIRIES All questions must be submitted in writing to the Authority by 5:00 PM (CT) on November 18, 2026. Questions not submitted by this deadline will not be answered. Questions may be submitted by e-mail to hstrachan@tuscaloosahousing.org. Oral communication is discouraged and the Authority will not be bound by any oral answers or interpretations of the Invitation for Quotes. SUBMISSION REQUIREMENTS One (1) written quotation and one (1) digital copy on USB drive of the quotation (including required documents and forms), in PDF format on USB jump/thumb drive, shall be returned no later than 11:00AM CT on December 9, 2026 to the attention of Harold Strachan, Purchasing Manager, at the address listed below: Tuscaloosa Housing Authority 2117 Jack Warner Parkway, Suite 2 Tuscaloosa, AL 35401 All quotes must be marked "RFQ-027-003 HVAC Services", with the name of the business, street address, e-mail address, and phone number on the outside of the envelope. Any offer that is not marked accordingly, or that does not contain both a written and digital copy, may be rejected. The offeror must include the following information within the quote package: The following forms may be found on THA's website in the Procurement Section under "Documents and Forms". All forms shall be signed in ink and notarized where applicable. A) Affidavit Beason Hammon D) E-Verify Affidavit F) HUD-5369-B Instructions to Offerors for Non-construction L) HUD - 5369-C Certifications and Representations of Offerors, Non- Construction O) HUD 5370-C2 General Conditions for Non-construction Contracts S) Non-Collusive Affidavit U) Section 3 Acknowledgement X) Section 3 Participation Election Form Z) THA Certification of Non-Discrimination Other Required Documents: 1. Attachment A - Quote Form 2. Copy of business license 3. Offeror's Statement of Qualifications (All forms must be signed by an authorized representative of the organization that submits the quote). EQUAL OPPORTUNITY REQUIREMENTS Each firm or individual shall certify compliance with all applicable equal opportunity requirements governing contracts of the type. Quote must include signed THA Certification of Non Discrimination. CONTRACT AWARD The Authority anticipates awarding a contract to the responsible offeror, whose quote conforming to all the material terms and conditions. THA retains the right to award a contract for reasons other than lowest price as the focus of this procurement is predicated on the lowest cost, but rather the "best value" for the Authority. RIGHTS AND REMEDIES The rights and remedies of the THA as stated in the foregoing shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract. GENERAL CONDITIONS No member, officer, employee of THA or member of the family of the aforementioned persons, shall, during his/her tenure or for one (1) year thereafter, have any interest, direct or indirect, in this contract or the proceeds thereof. Persons who require special accommodations should immediately contact the THA Procurement Office at (205) 758-6619. The Tuscaloosa Housing Authority reserves the right to accept or reject any or all quotes, or any part of any quote, and to waive any informalities or irregularities. THA in accordance with the Executive Orders 11625 and 12138 encourages participation by businesses owned and operated by minorities and women and Section 3 Business Concerns. It is the policy of THA to use best good faith efforts, consistent with applicable federal regulations and executive orders, to fully promote participation and utilization of disadvantaged and historically underutilized businesses in all areas of Authority contracting. Bidders and offeror are expected to demonstrate diligence to achieve participation and utilization. ARBITRATION Any dispute, claim or controversy arising out of or relating to this RFQ, shall be settled by binding arbitration in Tuscaloosa, Alabama, administered by the National Arbitration Forum (NAF) under its Code of Procedure, currently in effect, and judgment on the award rendered by the arbitrator may be entered in any court having jurisdiction thereof. There shall be one arbitrator, named in accordance with the procedure. The parties are waiving their right to seek remedies in court, including the right to jury trial. The arbitration will be conducted in accordance with the Federal Arbitration Act (FAA). The arbitrator shall decide the dispute in accordance with the substantive law of the State of Alabama. ATTACHMENTS AND FORMS Attachment A - Quote Form (RFQ-027-003 HVAC Services) and required HUD/THA forms (HUD-5369-B, HUD-5369-C, HUD-5370-C2, Non-Collusive Affidavit, Beason-Hammon affidavit, E-Verify affidavit, Section 3 forms, THA Certification of Non-Discrimination, etc.) are required to be completed, signed (notarized where applicable) and included in the quote package. ADDITIONAL NOTES Contract commencement expected March 2027 upon issuance of written notice-to-proceed. Initial contract term: two (2) years. Procurement includes maintenance work and is subject to HUD general conditions and labor provisions as detailed in attached HUD forms. Insurance requirements, E-Verify MOU information, Section 3 requirements, non-collusive affidavit, and other federal compliance provisions are included in the solicitation documents.