ON-CALL HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) SERVICES VENDOR POOL-2026-161-PR

Pooled Vendor On-Call HVAC Services | 2026-161-PR
REQUEST FOR QUALIFICATIONS (RFQ)
ON-CALL HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) SERVICES
VENDOR POOL
2026-161-PR
MORROW COUNTY
County Contact Sandi Pointer, Risk and Procurement Manager
Submittal Location Morrow County Government Center, 215 NE Main, Irrigon OR
Email spointer@morrowcountyor.gov
Initial Submittal
June 30, 2026
Deadline
Question Deadline June 22, 2026
This RFQ establishes a non-exclusive pooled vendor list for task-order-based HVAC
services. Placement in the pool does not guarantee work.
1. INTRODUCTION
Morrow County, Oregon ("County"), through its Public Works Department, is seeking
Statements of Qualifications (SOQs) from qualified heating, ventilation, and air conditioning
("HVAC") contractors to establish a pool of pre-qualified vendors to provide on-call HVAC
services for County-owned and County-leased facilities and related public works projects.
The intent of this RFQ is to create a non-exclusive vendor pool from which the County may
procure services on an as-needed basis. Multiple vendors may be selected. The resulting
contracts are anticipated to be for a period of two (2) years, with the option to extend for
additional terms at the County's discretion and by mutual agreement where required.
Services may include consultation, inspection, maintenance, repair, alteration, installation,
upgrades, replacement, and support for HVAC systems, air filtration systems, controls, and
related equipment. Separate Task Orders or Work Authorizations will be issued for specific
projects as needs arise.
2. SCOPE OF SERVICES
Services may include, but are not limited to:
* Heating, ventilation, and air conditioning system diagnostics, troubleshooting,
maintenance, and repair
* HVAC preventive maintenance for County buildings, shops, parks, offices, and other
facilities
* Installation, replacement, alteration, or upgrade of HVAC equipment, components,
controls, thermostats, ductwork, and related systems
Morrow County

Pooled Vendor On-Call HVAC Services | 2026-161-PR
* Air filtration, indoor air quality, and ventilation system work, including filters,
economizers, fans, and related components
* Emergency or expedited HVAC response for heating, cooling, ventilation, or system
failure issues
* Support for project planning, site review, estimating, scheduling, permitting, and code
compliance
* Coordination with County staff, other contractors, utility providers, inspectors, and local,
state, or federal agencies as needed
* Furnishing all labor, materials, tools, equipment, permits, supervision, and incidentals
necessary to complete assigned work
A detailed scope of work will be provided for each specific project or service request.
Individual projects may vary in size, complexity, urgency, and funding source.
3. CONTRACT STRUCTURE
The County will establish a vendor pool of qualified HVAC contractors. Inclusion in the pool
does not guarantee any minimum amount of work or compensation.
* Work will be issued through Task Orders / Work Authorizations.
* The County may assign work using one or more of the following methods, at its sole
discretion:
* Selection based on availability, response time, proximity, specialized experience,
licensing, or equipment capability
* Informal mini-quote among one or more pool vendors
* Direct assignment for emergency, time-sensitive, or continuity-of-service work
* Assignment based on price, overall value, prior performance, project-specific needs,
or the County's best interest.
The method of assignment may vary depending on project size, complexity, urgency,
funding source, procurement requirements, and operational need. If a Task Order exceeds
applicable County spending thresholds, additional County approvals may be required before
work is authorized.
4. MINIMUM QUALIFICATIONS AND BASIS FOR INCLUSION IN VENDOR POOL
Firms responding to this RFQ should demonstrate the ability to provide the services
requested and meet the general qualifications outlined below. These qualifications will be
used by the County to determine whether a firm is suitable for inclusion in the vendor pool.
The County reserves the right to exercise discretion in evaluating qualifications and may
consider the overall responsiveness, experience, licensing, capacity, safety record, and
value of each firm.
Morrow County

Pooled Vendor On-Call HVAC Services | 2026-161-PR
Minimum Qualifications
* Possession of a valid Oregon Construction Contractors Board (CCB) license and any
applicable Oregon HVAC, mechanical, electrical, plumbing, refrigeration, boiler, controls,
or specialty licenses required for the work performed
* EPA Section 608 refrigerant certification, where applicable
* Proof of General Liability Insurance and Workers Compensation Insurance meeting
Oregon and County requirements
* Ability to name Morrow County as additional insured when required by the County
contract documents
* Demonstrated experience performing similar HVAC maintenance, repair, installation,
and on-call service work
* Ability to respond to routine service requests within one (1) week and provide expedited
or emergency response when required
* Submission of a complete and reasonable rate sheet
* Ability to comply with applicable safety standards, building codes, permit requirements,
Oregon public contracting requirements, and prevailing wage requirements when
applicable
Failure to demonstrate these qualifications may result in the submittal being rejected as
non-responsive.
Basis for Inclusion
* Relevant experience and past performance
* Responsiveness and completeness of the submittal
* Ability to meet response time expectations
* Rate structure and overall value to the County
* Capacity to perform ongoing, emergency, and as-needed work
* Licensing, certifications, safety practices, and ability to meet insurance requirements
Vendor Pool Participation
The County reserves the right to utilize any vendor within the pool at its sole discretion.
Placement on the pooled vendor list does not guarantee any minimum amount of work. The
County may elect not to request services from a vendor based on factors including, but not
limited to:
* Performance on previous Task Orders
* Availability and responsiveness
* Project-specific needs, specialized licensing, or equipment capability
* Pricing or cost effectiveness
* Failure to maintain required licenses, insurance, or certifications
* The County's best interest
Morrow County

Pooled Vendor On-Call HVAC Services | 2026-161-PR
5. SUBMITTAL REQUIREMENTS
Submittals shall include the following information. SOQs should be concise, complete, and
organized in the order listed below.
5.1 Firm Information
* Business name, address, and primary contact information
* Oregon CCB number
* Applicable HVAC, mechanical, electrical, plumbing, refrigeration, controls, boiler, or
other trade license information
* Confirmation that the firm can meet County insurance requirements
5.2 Experience and Qualifications
* Description of relevant HVAC project and service experience
* References for a minimum of three (3) similar clients or projects
* Description of capabilities and services offered
* Experience working with public agencies, occupied facilities, emergency repairs, and
multiple small projects
5.3 Project Team
* Names and roles of key personnel who may perform work for the County
* Certifications, licenses, and relevant individual experience
* Identification of subcontractors, if known, and confirmation that subcontractors will
comply with contract requirements
5.4 Approach to Services
* Routine, urgent, and emergency response time expectations
* Approach to managing multiple small projects and coordinating with County staff
* Safety practices, job-site communication, documentation, and closeout procedures
* Approach to permitting, code compliance, and coordinating inspections when required
5.5 Rate Sheet (Exhibit A)
* Proposers shall complete and submit the attached Exhibit A - Rate Sheet.
* Failure to submit a completed rate sheet may result in the submittal being considered
non-responsive.
6. EVALUATION PROCESS
This RFQ is not intended to be a competitive ranking process for pool inclusion. Submittals
will be evaluated on a Pass/Fail basis to determine whether firms meet the minimum
qualifications and are suitable for inclusion in the vendor pool.
Morrow County

Pooled Vendor On-Call HVAC Services | 2026-161-PR
The County may:
* Request clarifications or additional information
* Conduct reference checks
* Verify licenses, certifications, insurance, and debarment status
* Invite firms for discussion if needed
Firms meeting the requirements may be placed in the vendor pool. The County will not rank
or score vendors for purposes of pool inclusion. Selection for specific Task Orders will be
based on factors such as availability, responsiveness, relevant experience, equipment
capability, licensing, pricing, and the County's best interest at the time of assignment.
7. GENERAL TERMS
* Contractors included in the vendor pool must continue to meet the minimum
qualifications throughout the contract term.
* The County reserves the right to reject any or all submittals, waive minor informalities,
request clarification, cancel this RFQ, reopen the solicitation, or make no award if
determined to be in the County's best interest.
* The County is not liable for any costs incurred by proposers in preparing or submitting an
SOQ.
* The successful contractors will be required to execute the County's contract documents
and provide required insurance, tax law certification, non-collusion, debarment, conflict
of interest, and other required documentation.
* Contractors are responsible for the performance of any subcontractors and shall ensure
subcontractors comply with all contract terms, licensing requirements, insurance
requirements, and applicable laws.
* Prevailing wage rates, public works bond requirements, certified payroll, and other
Oregon public works requirements may apply to specific Task Orders depending on the
nature and amount of the work.
* Contractors shall comply with all applicable federal, state, and local laws, rules,
ordinances, building codes, permit requirements, OSHA requirements, and County
policies.
8. TERM
The vendor pool will remain active for two (2) years from the effective date of the resulting
agreements. The County may extend agreements for additional terms at its discretion and
by mutual agreement where required. The County may reopen the pool as needed.
Contractors must maintain all qualifications, licenses, certifications, and insurance during
the contract term.
Morrow County

Pooled Vendor On-Call HVAC Services | 2026-161-PR
9. COUNTY RIGHTS
The County reserves the right to add vendors, remove vendors, issue mini-quotes, award to
multiple vendors, assign work at County discretion, reopen the solicitation, cancel the
solicitation, reject any or all submittals, and use other procurement methods when
determined to be in the County's best interest.
10. SUBMITTAL INSTRUCTIONS
* Submit one electronic copy by email to spointer@morrowcountyor.gov, unless
otherwise directed by the County.
* Statements of Qualifications must be received by the initial submittal deadline listed
on the cover page.
* Late submittals may be held for a future rolling evaluation cycle at the County's sole
discretion.
* Questions must be submitted in writing by the question deadline listed in this RFQ.
Substantive questions and answers may be issued by addendum or other County
posting method.
* It is the responsibility of each Contractor/Proposer to monitor the Morrow County
RFP/RFQ webpage for any addenda, updates, notices, or changes related to this
solicitation:
https://www.morrowcountyor.gov/rfps
* Failure to review posted addenda, updates, or notices will not excuse a
Contractor/Proposer from complying with any requirement, change, clarification, or
deadline issued by the County.
* Following the initial evaluation and establishment of the vendor pool, the County may
continue to accept Statements of Qualifications on a rolling basis.
* Later submittals may be evaluated periodically, such as quarterly or semi-annually, at
the County's discretion.
Morrow County

Pooled Vendor On-Call HVAC Services | 2026-161-PR
EXHIBIT A - RATE SHEET
Proposer shall provide hourly rates, equipment rates, and other charges customarily billed
for HVAC services. Rates should include enough detail for the County to understand pricing
for routine work, after-hours work, emergency response, travel, materials, subcontractors,
and equipment. Attach additional pages if needed.
Labor Regular Rate After-Hours / Notes / Minimums
Classification / Emergency Rate
Service
Journeyman HVAC $__________ $__________ $__________
Technician
Apprentice / Helper $__________ $__________ $__________
Controls Technician $__________ $__________ $__________
Refrigeration $__________ $__________ $__________
Technician
Project Manager / $__________ $__________ $__________
Estimator
Other: $__________ $__________ $__________
____________
Equipment / Service Charges
Item Rate / Charge Notes
Service truck / trip charge $__________
Diagnostic fee $__________
Lift / specialty equipment $__________
Mileage / travel $__________
Materials markup $__________
Subcontractor markup $__________
Permit fees $__________
Other: ____________ $__________
By submitting this Rate Sheet, proposer acknowledges that final pricing for individual Task
Orders may be based on the rate sheet, a mini-quote, a lump sum proposal, time and
materials, or other County-approved pricing method. The County reserves the right to
negotiate rates and project-specific pricing.
Submitted by: ______________________________
Title: ____________________________________
Date: ____________________________________
Contact Email _____________________________
Morrow County

Pooled Vendor On-Call HVAC Services | 2026-161-PR
ADVERTISEMENT / NOTICE OF REQUEST FOR QUALIFICATIONS
ON-CALL HVAC SERVICES VENDOR POOL
Morrow County, Oregon, is seeking Statements of Qualifications from qualified heating,
ventilation, and air conditioning (HVAC) contractors to establish a non-exclusive vendor pool
for on-call HVAC services for County facilities and related public works projects. Services
may include HVAC preventive maintenance, diagnostics, repair, installation, replacement,
upgrades, air filtration, ventilation, controls, emergency response, and related services as
needed.
The County may select multiple qualified contractors. Placement in the vendor pool does not
guarantee any minimum amount of work. Work will be issued through Task Orders / Work
Authorizations, mini-quotes, direct assignment for emergency or time-sensitive work, or
other methods determined by the County to be in its best interest.
RFQ documents may be obtained from Morrow County Public Works or the County's public
solicitation posting location. Complete SOQs will be accepted until June 30, 2026.
Questions must be submitted in writing to Sandi Pointer at spointer@morrowcountyor.gov
no later than June 22, 2026.
The County reserves the right to reject any or all submittals, waive minor informalities,
cancel or reopen the solicitation, add or remove vendors, and use the vendor pool in the
manner determined to be in the County's best interest.
Morrow County