Demand Services for On-Call HVAC Contractors

Hall County Government
FINANCIAL SERVICES
PURCHASING DIVISION
Request for Qualifications with Price Proposal
RFQ/P #47-007
For the provision of
Demand Services for On-Call HVAC
POST OFFICE DRAWER 1435
GAINESVILLE, GA 30503 Contractors
t: 770.535.8270 | f: 770.531.6711
Hall County, Georgia (herein "County"), a municipal entity of the State of
Georgia, located at 2875 Browns Bridge Road, Gainesville, GA 30504, is
FINANCIAL SERVICES DIRECTOR seeking qualified Contractors to provide installation, repair, and
Taylor Samples, CPA
maintenance of heating, ventilation, and air conditioning (HVAC) units and
duct work in County-owned and maintained buildings on an as-needed
basis (herein "Services"). The County seeks to award multiple companies
ASSISTANT FINANCE DIRECTOR
for the Services for which to send future Task Orders.
Elizabeth White
Schedule of Events:
Bid Post Date: Monday, March 30, 2026
PURCHASING MANAGER
Bidder's Questions Due Date: Friday, April 17, 2026
Andrew Youngblood
Response to Bidder Questions Due: Wednesday, April 22, 2026
Bid Due Date: Thursday, April 30, 2026, 2:00pm EST
Bidding Process: Hall County is now accepting sealed bids from
qualified Contractors (herein "Bidder" or "Contractor") for the Services in
the County's Purchasing Division on the fourth (4th) floor of the Hall County
Government Center, located at 2875 Browns Bridge Road, Gainesville,
GA 30504 until 2:00pm EST on Thursday, April 30, 2026. All bid packets
must be sealed and be time and date stamped by the Hall County
receptionist located on the 4th floor to be considered.
General Qualifications: Bidders must be in the regular business of
providing similar Services. Bidders must be licensed, insured, and bonded
in the State of Georgia.
Pre-Bid Meeting: Not required.
Term: It is the County's intention to award multiple companies for the
Services listed herein, for an initial one (1) year term, followed by four (4)
additional renewal options. Renewal options are not automatic nor
guaranteed.
Questions: All communications must be directed solely to Andrew
Youngblood, Issuing Officer at andrew.youngblood@hallcounty.org for
questions or clarifications of the RFQ/P requirements.
Addenda: If needed and in the best interest of the County, the Purchasing
Division may make an extension of the bidding period by a formal written

addendum and publicly posted on the County's website. All addenda must be signed by the Bidder
and returned with the bid packet.
Proposal Documents: Bidders may obtain all submittal documents at no cost via the County's
Website at https://www.hallcounty.org/Bids.aspx, then click the link for Demand Services for On-
Call HVAC Contractors and download all required documents under "Related Documents". Any
addenda will also be posted in this same area. Bidders are responsible for checking the County's
website for addenda.
Bid Response: The County considers a bid response as an irrevocable offer, valid for a period
of one hundred and twenty (120) days from submission. The County reserves the right to reject
all proposals, in full or part, and to negotiate fees, conditions, or other terms with the Bidder(s)
submitting the overall best scored proposal. The County reserves the right to cancel this RFQ/P
in its entirety if in the best interest of the County. The County may waive nonmaterial irregularities,
informalities, and errors and may seek clarification of such.
Cost Proposals: Bidder's cost shall be fixed and firm for the initial contract term.
Public Reading: Bid openings are open to the public and to Bidders. Bidders are not required to
attend but may do so. The Issuing Officer named herein, or another Purchasing team member,
will open and publicly read all Bidder's company names, their locations, and proposed costs on
the date, time, and at the address above. Cost will not be read at this time.
Request for Clarification: The County reserves the right to request clarification or additional
information provided by any Bidder. The County may also request in-person or virtual
presentations, interviews, and may choose to enter into negotiations with potential Bidders as
needed.
Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for
one hundred twenty (120) calendar days. All forms, documents, and exhibits attached hereto must
be completed and returned with the bid. The County reserves the right to retain all proposals
submitted and use any idea(s) in a proposal regardless of contract award or not. The County shall
have the right to waive any informality or irregularity of immaterial deviation, omissions and clerical
errors in any bid received.
Legally Binding Agreement: The County and the awarded Bidder shall enter into a formal
agreement; substantially in the form of the attached Exhibit B - Contract for Services. Contracts
are only valid if they are signed by the County's Chairman of the Board of Commissioners, or
his/her designee, and the awarded Bidder. Bidders must sign the Exhibit B - Contract for Services
and submit it with their bid responses. All questions regarding the contract, redlines, and
exceptions must be submitted in writing to the Issuing Officer prior to the Bidders' Questions Due
Date listed above. If there are no written objections or exceptions, then the County will understand
this as an affirmative acceptance of the Scope of Work as it is presented.
BID EVALUATION
Evaluation and Selection: The County will evaluate all submittals in accordance with the Official
Code of Hall County, Georgia 3.10, and as further detailed herein. The County will evaluate
proposals using a two-step process: The first is the "Technical Qualifications Proposal" that
outlines the bidding firm's qualifications, experience, and its approach to deliver the services. The
second is the "Cost Proposal", whereby the evaluation committee will evaluate the proposed cost
for the Services to determine the best value for the County.

Award Process: The County reserves the right to reject any or all bids, in whole or part, or to
select any Bidder, without liability on part of the County to the Bidder, to complete the described
work. The County intends to award the contract to multiple companies that it deems to be the
most responsible and responsive Bidders to perform the work described herein. The County will
not make an award of contract solely based on lowest cost, but also on references, qualifications,
and other subjective criteria as the County may deem necessary and determine at its sole
discretion.
Technical Qualifications Evaluation: Bidders must answer all scored questions found on
Exhibit G - Scored Questions, which are weighted and will be scored by the County's evaluation
committee. The County's evaluation committee will score and assign point values to the answers.
The total maximum points are set at 1,000. The County has assigned an 80/20 split for scoring
points; eight hundred (800) points (80%) available for Technical Qualifications, and two hundred
(200) points (20%) available for the cost proposal. The Bidder with the highest total point score
closest to 1,000 will be the apparent contract award winner.
Unanswered questions will earn a 0-point score. The Bidder's response should limit answers
directly to the questions asked. Each answer will be scored on a scale of twenty-five (25)
percentage points as shown:
Excellent = 100%
Good = 75%
Adequate = 50%
Marginal = 25%
Poor = 0%
In addition to the space provided on Exhibit G - Scored Questions, Bidders may expand their
answers to the questions onto separate pages if needed with the question repeated at the top of
each page. Bidders may input "see attached" in the space provided next to each question.
Responses to the questions should be clear and concise. Where appropriate, Bidders should
show statistical information in a tabular chart format and textual information in bullet point format.
Summarize key points at the beginning of each answer. All quantitative material should include
complete assumptions and be supported by detailed schedules evidencing all calculations and
results.
Provide one-sided documents only. Do not include superfluous marketing brochures or
unnecessary promotional materials. These will not be evaluated. Address each specific question
with direct, detailed answers.
BIDDER RESPONSE
Technical Qualifications: Bidders must provide a total of four (4) hard paper copies of their
technical qualifications: one (1) marked "Original" and three (3) marked "Copy". Submit all four
(4) hard paper copies in a sealed envelope(s) separate from the Cost Proposal.
Cost Proposal
Bidders are to also submit one (1) hard paper copy of their Exhibit C - Cost Proposal Worksheet.

Electronic signatures on bid documents are acceptable; however, hard copies of the bid response
are required, as stated above.
Combined Digital Response
Bidders must provide their responses on one (1) USB drive with two (2) folders therein: one (1)
entitled "Technical Qualifications Response" and one (1) entitled "Cost Proposal". Do not include
the cost proposal in the technical qualifications folder.
Cost Evaluation: This solicitation is heavily focused on Bidders' qualifications, experience, and
capabilities. Therefore, award may not be made solely based on the lowest cost. Cost will be
given more importance when all other evaluation criteria are relatively equal.
Validation: Hall County requires that Bidders provide a cover letter with a signature by an officer
of the firm with the submittal to ensure its originality.
Mandatory Documents: Bidders must complete and return all forms, documents, and exhibits
attached herein with their bid proposals. Failure to do so may deem the proposal non-responsive
and the County may not evaluate it for award.
Non-Collusion Requirement (Cone-of-Silence): Bidders must not have contact of any nature
with other Bidders, County staff members (except for the Issuing Officer), elected officials, nor
County Commissioners during the RFQ/P evaluation process. The County may deem such as
collusion, thus rendering the submission in violation of the Official Code of Hall County, and
therefore the County may deem the proposal as non-responsible and not evaluate the proposal
for an award.
By submitting a proposal, the Bidder represents and warrants that no official or employee of Hall
County Government has, in any manner, an interest, directly or indirectly, in the proposal or in the
contract which may be made under it, or in any expected profits to arise there from.
County Consultants: From time to time, the County may select an outside consultant at its own
discretion who will act under the direction of County's Project Manager. The consultant will have
full authority to act on behalf of the County; however, the consultant may not solicit goods and/or
services on behalf of the County without prior written approval from the County. Contractors
MUST follow all specification sections prepared by the County's consultant, and Contractors
MUST allow the consultant to inspect the work.
Taxes: The County is exempt from State of Georgia Local Sales and Use Tax. The Bidder
understands and acknowledges that it is responsible for any sales and use taxes it may incur.
The Bidder will not charge or invoice the County any sales and use tax as a separate line item.
The Contractor may request a copy of the County's Georgia Sales and Use Tax Exemption
Certificate.
Bonds: Bonds are not required for this solicitation; however, bonds may be required for future
Task Orders. Future Task Orders will contain bonding instructions, if necessary.

Table of Contents
1.0 INTRODUCTION
2.0 STATEMENT OF NEED
3.0 GENERAL TERMS AND CONDITIONS
4.0 SCOPE OF WORK
5.0 SUBMISSION OF PROPOSALS
6.0 RFQ/P RESPONSE PREPARATION
7.0 SELECTION PROCESS
7.0 STEPS TO AWARD
8.0 EXHIBITS AND ATTACHMENTS

1.0 INTRODUCTION
The County desires to award multiple companies for the Services described herein and is
soliciting sealed bids for this Request for Qualifications with Price Proposal (herein "RFQ/P") for
the Services. Bidders must be in the regular business of supplying, installing, and maintaining
HVAC units and HVAC ductwork.
2.0 STATEMENT OF NEED
The County expects the awarded Bidder to be prompt, attentive, and able to perform the work on
each future task order in a timely and scheduled manner and with all personnel, including
subcontractors, to be professional in approach and uniform in production.
3.0 GENERAL TERMS AND CONDITIONS
A. The County reserves the right to conduct any review it may deem advisable to assure
services conform to the specifications.
B. Bidders, including all officers, must not be, or have been, debarred by any Federal, State,
or Local authority.
C. Bidders must not be, or have been, in any legal suit for negligence, willful misconduct,
fraud, theft, or any other malpractice.
D. Bidders must be legally able to conduct business in the State of Georgia.
E. Bidders must not have abandoned a project or an engagement or otherwise been
terminated for non-performance or subpar performance.
F. Bidders must not be under an enforcement action for related investigation pending by a
professional or regulatory group or legal entity.
4.0 SCOPE OF WORK
A. Contractors shall provide all supervision, labor, equipment, transportation, and materials
necessary to perform the Services.
B. The Contractors shall be responsible for all work performed in support of this contract.
Subcontractors shall not perform work unless pre-approved in writing by the County.
Contractors must disclose any intended subcontractors within the bid at the time of bid
submissions. If the Bidders intend to use a subcontractor(s) to fulfill one entire segment of
this contract, then the Bidders should submit to the County professional references for the
subcontractor(s) on jobs similar in size and scope. Once the County has awarded the
contract, the Contractors cannot change subcontractor(s) without seeking written pre-
approval from the County. The County reserves the right to check all references and
conduct background checks on any changes to subcontractors or workers performing
work under this contract. The Contractors shall be wholly responsible for the quality of
their subcontractor's work. The Contractor shall disclose the percentage (%) of the work
to be completed by each subcontractor.
C. Contractors shall have a representative of the company attend mandatory pre-bid
meetings for each task order. (The County strongly recommends attendance at pre-bid
meetings that are deemed "optional".)
D. Contractors shall submit their best and final offer for each task order when submitting a
bid.
E. Contractors shall reply to each task order regardless of their desire to place a bid on a
particular task order.

5.0 SUBMISSION OF PROPOSALS
Bidders submitting proposals must disclose their qualifications for the Services to the County in
the format set forth below. Failure to provide the requested information may result in the proposal
being deemed non-responsive and therefore eliminated from further consideration.
A. The County requests that Bidders submit proposals addressing all items listed below.
Failure to include any of the documents or exhibits attached hereto or any addenda or
amendments may result in disqualification. Bidders must submit a total of four (4) hard
copies of their bids: one (1) hard copy marked "Original" and three (3) hard copies marked
"Copy". Bidders must also load all documents onto one (1) USB flash drive with the
technical response and cost proposal separated into two (2) different file folders on the
USB flash drive.
B. Bidders must submit their sealed bid response packages clearly marked with RFQ/P #47-
007 Demand Services for On-Call HVAC Constractors on the outside.
C. The awarded Bidders must maintain insurance policies at the Bidders' own expense and
must furnish the County with a Certificate of Insurance (COI), providing evidence of
coverage at least in the amounts indicated in Exhibit B - Contract for Services. The COI
must list County as the certificate holder and as an additional insured under the
commercial general, automobile, and umbrella liability policies as follows: "Hall County,
Georgia, its Board of Commissioners, officers, employees, servants and agents, 2875
Browns Bridge Rd, Gainesville, GA 30504".
D. It is mandatory that the following documents be completed and included in this bid
response. Include separate sealed envelopes in the bid response package with the cost
proposal in its own separate envelope. Mark one envelope with RFQ/P #45-007 Demand
Services for On-Call HVAC Contractors Technical Qualifications, and enclose these
completed exhibits:
Exhibit A - Bid Response Form
Exhibit B - Contract for Services
Exhibit D - W-9 Form
Exhibit E - E-Verify Affidavit
Exhibit F - Ethics Affidavit
Exhibit G - Scored Questions
Any Addenda
Copy of business license
Certificate of Insurance
Copy of professional licenses or certifications
E. In a separate sealed envelope, enclose a completed Exhibit C - Cost Proposal Worksheet
and clearly mark RFQ/P #47-0007 Demand Services for On-Call HVAC Contractors
Cost Proposal on the outside of the envelope.
Do not enclose the Exhibit C - Cost Proposal Worksheet with the technical responses.
This may render your proposal as non-responsible and thus, not evaluated for award.
F. Bidders must submit to the following address. All deliveries must be date and timed
stamped by the HCGC 4th Floor Receptionist. The County is not responsible for late bids
due to mailing delays.
Hall County Government Center
Attn: Andrew Youngblood, Issuing Officer
Purchasing Division - 4th Floor
2875 Browns Bridge Road

Gainesville, Georgia 30504
6.0. RFQ/P RESPONSE PREPARATION
A. The Bidder bears all responsibility for all expenses incurred in responding to this RFQ/P.
B. The County will not accept joint proposals, unless otherwise noted herein.
C. Cover Letter: Prepare and submit a cover letter addressing general qualifications. Provide
the following information: name of proposer(s), name and title of the person(s) who will
manage the engagement, physical address, telephone number(s), and email address(es)
of proposer(s).
1. Describe the organization of your firm, the location of offices, and the resources that
are available to accomplish the work for the County.
2. Of the services listed in the Scope of Work, indicate which one(s), if any, your firm
would be unable to provide. If there is another service that your firm could provide
instead, please elaborate.
7.0 SELECTION PROCESS
A. The evaluation process will include a pre-selected evaluation committee comprised of Hall
County stakeholders and subject matter experts. The committee will evaluate the technical
qualifications and price proposals. The highest scoring Bidders may be asked for an
interview, further negotiations, demonstrations, or a best and final offer.
B. Each proposal must contain the Exhibit C - Cost Proposal Worksheet in a separate
envelope as provided with the RFQ/P document.
C. The evaluation committee will review each proposal with regard to demonstrated breadth
of service, experience, financial stability, personnel, rates, references, lead times, and
other related criteria.
D. The awarded Bidders will be required to submit evidence of compliance with professional
liability insurance coverage requirements, as outlined in the Exhibit B - Contract for
Services.
E. Bidders are encouraged to submit clear and concise responses. Excessive length or
extraneous information is discouraged. In an effort to ensure the County's ability to
evaluate and choose successful Bidders, Bidders are encouraged to organize their
proposal as follows:
Section 1 - Cover letter and executive summary
Section 2 - Answer all scored questions on Exhibit G
Section 3 - Cost proposals submitted in a separate sealed envelope
F. Bidders must locate and complete all exhibits to this RFQ/P and submit them with the bid.
Bidders failing to do so may result in the bid to be non-responsive and thus not evaluated.
Bidders are also encouraged to check Hall County's website for addenda, attachments,
and other supplemental documents for this RFQ/P during the bidding period.
G. If unable to reach an agreement with the highest scoring Bidders, the County retains the
right to negotiate with the next highest scoring Bidders, and so on until reaching a
satisfactory agreement, or the County may terminate the process.
H. The County structured the evaluation process to secure highly competitive bidders who
would be most effective in delivering the Services. The primary objective of the evaluation
process is to select companies that:
1. Clearly demonstrate a thorough understanding of the contract responsibilities; and,
2. Present a compelling work plan that yields the desired contract services and
deliverables; and,
3. Show adequate resources to handle the project; and,

4. Present a focused effort to allocate those resources to the project; and,
5. Demonstrate exceptional value for the cost of services proposed.
8.0 STEPS TO AWARD
The evaluation committee will recommend award of this contract to the highest scoring Bidders.
In the unlikely event of a tie, the County may enter into negotiations of terms and conditions. The
County will then present to the awarded Bidders a Notice of Award and a Notice to Proceed.
(Purchase Orders will accompany future Task Orders to the awarded Bidder for that respective
Task Order.)
Step 1: The evaluation committee will evaluate the Bidders' responses according to the
criteria described herein, and score and rank the proposals. The County reserves
the right to request clarification of information provided and to request additional
information needed to assist in the evaluation process.
Step 2: The Purchasing Division will then open the cost proposals, and the evaluation
committee will score the responses. The Purchasing Division will combine these
results with the results of the technical qualifications scoring. After this scoring, the
Purchasing Division will rank the highest scoring proposers on a bid tabulation
summary.
Step 3: The evaluation committee may schedule interviews with the Bidders. All costs
associated with the interview (if required) will be at the expense of the proposing
Bidder.
Step 4: Based upon the results of the proposals, references, and the interviews, the
Purchasing Division, along with the evaluation committee, may negotiate with the
Bidders ranked highest in an attempt to reach an agreement. If negotiations with
the highest ranked Bidders are unsuccessful, the County may negotiate with the
second ranked Bidders, and so on until reaching a satisfactory agreement.
9.0 EXHIBITS AND ATTACHMENTS
Exhibit A - Bid Response Form
Exhibit B - Contract for Services
Exhibit C - Cost Proposal Worksheet
Exhibit D - W-9 Form
Exhibit E - E-Verify Affidavit
Exhibit F - Ethics Affidavit
Exhibit G - Scored Questions

Hall County Government
FINANCIAL SERVICES
PURCHASING DIVISION
EXHIBIT A - BID RESPONSE FORM
Bidders must complete and return this form with their bid.
By submitting a proposal, the respondent certifies that it has fully read and
POST OFFICE DRAWER 1435 understands the proposal's Scope of Work and requirements needed to
GAINESVILLE, GA 30503 complete the project. The services offered and the cost proposal must be
valid for at least one hundred twenty (120) days from date of signature.
t: 770.535.8270 | f: 770.531.6711
Bid No: _47-007_
FINANCIAL SERVICES DIRECTOR
Bid Name: _Demand Services for On-Call HVAC Contractors_
Taylor Samples, CPA
Date of Bid Submittal: _____________________
ASSISTANT FINANCE DIRECTOR
Elizabeth White Affirmation: Bidder affirms the following by affixing a signature below:
"I, the undersigned, agree to abide by all terms and conditions of this
PURCHASING MANAGER solicitation and certify that I am authorized to sign this bid proposal".
Andrew Youngblood
Company's Full Legal Name: __________________________________
Bidder Signature: ___________________________________________
Print Name: _______________________________________________
Title: _____________________________________________________
Phone Number: ____________________________________________
Email Address: _____________________________________________
Physical Address: ___________________________________________
City/State/Zip: ______________________________________________
Unsigned bids may be declared as "non-responsive" and may not be
evaluated.
If you desire to submit a "No-Bid" then please indicate by checking one or
more of the reasons below:
______ Bidder does not offer this product/service
______ Unable to meet specifications
______ Unable to meet scheduled timeline