47_007 Addendum 1 _ Response to Bidder Questi.pdf
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- Solicitation number
- PE-77129-NONST-2026-000000057
- Issued by
- Hall County, Georgia
About this file
This is Addendum #1 to RFQ/P #47-007, issued by Hall County Government's Financial Services Purchasing Division in Gainesville, Georgia, responding to bidder questions regarding demand services for on-call HVAC contractors. Hall County seeks to award multiple qualified contractors to provide installation, repair, maintenance, and replacement of heating, ventilation, and air conditioning units and ductwork in county-owned facilities including office buildings, courthouse, jail, warehouse, and fire stations on an as-needed basis. The county does not provide estimates of annual service call volumes due to variable demand based on equipment failures. Expected response times are two hours for emergency calls and four hours for routine service calls. Task orders will be issued to all awarded HVAC contractors for competitive bidding, with awards generally going to the lowest cost bidder following on-site pre-bid meetings. Each task order requires separate pricing and bidding rather than relying solely on submitted rate sheets. The county maintains a diverse array of HVAC equipment manufacturers including Trane, Carrier, Daikin, LG, and York, with no brand preference unless specified in individual task orders or required for operational continuity.
Contractors must submit proof of insurance at bid time with Hall County listed as certificate holder and additional insured, meeting minimum coverage amounts specified in Article 118 of Exhibit B. Bid packages may be submitted in person at the Hall County Government Center located at 2875 Browns Bridge Road, Gainesville, Georgia 30504. Bonds are not required at bid submission but may be specified in individual task orders. The county utilizes Building Automation Systems with various platforms including Trane Controls, Johnson Controls, and Honeywell; contractors are expected to service and troubleshoot these systems only to the extent necessary for equipment repair or replacement, with DDC integration subcontracting included in task order bids. Contractors must provide commercial references demonstrating HVAC work experience with municipalities, governments, and private enterprises. Invoice amounts cannot exceed pricing submitted in the Cost Proposal Worksheet to prevent unfair cost inflation, though the worksheet serves as supplemental information rather than a comprehensive labor cost list, as specific requirements vary by task order.
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Other files
| File | Type | Posted |
|---|---|---|
| RFQP 47_007 DS for HVAC Contractors bid packe.pdf |
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Text version
Hall County Government
FINANCIAL SERVICES
PURCHASING DIVISION
POST OFFICE DRAWER 1435
GAINESVILLE, GA 30503
t: 770.535.8270 | f: 770.531.6711
FINANCIAL SERVICES DIRECTOR
Taylor Samples, CPA
ASSISTANT FINANCE DIRECTOR
Elizabeth White
PURCHASING MANAGER
Andrew Youngblood
ADDENDUM #1
Response to Bidder Questions
April 21, 2026
RFQ/P #47-007 Demand Services for On-Call HVAC
Contractors
Q1. Can you provide an estimate of the annual volume of HVAC service calls or projects expected under this contract?
Unfortunately, no. The number of service calls and projects varies from a few to a lot based on equipment failures and scope of work.
Q2. What types of facilities are included (e.g., offices, jails, courts, maintenance buildings)?
Mostly office buildings, courthouse, jail, warehouse, and fire stations.
Q3. What are the expected response times for:
• Emergency calls: 2 hours
• Routine Service Calls: 4 hours
Q4. How will task orders be issued to awarded contractors
(rotation, bid, or direct assignment)?
Bid. After the award of this RFQ/P, each Task Order will be sent to all the HVAC companies on the County’s demand services list for each company to bid on the project. There will be an on-site pre-bid meeting specified in each Task Order, and generally, a Task Order will be awarded to the lowest cost bidder.
Q5. Will each task order require separate pricing/bidding, or will it be based strictly on the submitted rate sheet?
Yes, each Task Order will be its own separate project requiring its own pricing. The rate sheet will be used as supplemental information.
Q6. Can the County provide a list of existing HVAC equipment brands and systems currently in use?
The County has a vast array of manufacturers such as Trane, Carrier, Daikin, LG, York, and others.
Q7. Are there any preferred manufacturers or equipment standards the County wants contractors to follow?
The County does not have a brand preference unless a Task Order specifies a particular brand for continuity of operations. Additionally, Task Orders may contain language to the effect of “Trane or other brand similar in fit, form, and function”.
Q8. Will this contract include scheduled preventive maintenance, or only on-demand service and repairs?
This contract will be for new installations, replacements, and repairs and maintenance. For Task Orders for new installations and replacements, the County may request an extended warranty on new units.
Q9. If maintenance is included, will there be predefined scopes or checklists?
Routine maintenance is generally performed in-house by the Hall County Central Services Department.
Q10. Does the County currently utilize any Building Automation Systems (BAS) or controls systems? Yes, but the County has contracts with the DDC companies for this, such as Trane Controls.
If so:
• Which platforms (e.g., Trane Tracer, Johnson Controls, Honeywell, etc.)? The
County has all of these listed here.
• Will contractors be expected to service, troubleshoot, or integrate with these systems? Yes, but only to allow repair or replacement of equipment. As an example, if you are troubleshooting a unit and need to manual something on or open etc. If you are replacing a unit, the County’s expectation is that you would include subcontracting with that BAS company for that DDC integration in your Task Order bid.
• Is the County interested in including building automation, controls upgrades, or energy management services as part of this contract or future task orders? Not at this time.
Q11. On the first page of the contract (page 11 of the document), do we need to date the contract as of the day we sign it? Or will the county fill in that date when the Board of Commissioners representative signs it?
Please leave those blank. The County will fill those in when the Board votes to award this contract.
Q12. For the section labeled cost proposal. The only thing that is required are the items listed in Exhibit C – Proposal Worksheet?
Yes. Please see response to Q5. The County understands each Task Order will have different costs. The County will use Exhibit C as supplemental information.
Q13. Can I include resumes as part of the technical qualification portion?
This is acceptable.
Q14. Is it necessary to provide insurance at the time of bid submission or can it be provided after the contract has been awarded?
Yes. As per Section 5.0 Submission of Proposals, subsection C, proof of insurance is required to be included in your bid packet with Hall County, Georgia listed as the certificate holder and 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”. Your insurance policy must cover the amounts listed in Article 118 of Exhibit B at a minimum. You may carry more or additional insurance coverage if you choose. These are just minimum requirements for County work.
Q15. Can I submit my Bid Package in person?
Yes, you may. Please bring it to the 4th floor of the Hall County Government Center (also known as the “Tag Office”) located at 2875 Browns Bridge Rd, Gainesville, GA 30504. Be sure someone time stamps it when you deliver it.
Q16. For Article #101 Introduction. What should I put for the execution date and effective date?
Please see response to Q11.
Q17. Is it necessary to have bond documents at bid submission or can I wait until a task order makes it necessary?
Bonds are not required to be submitted for this solicitation. If a Task Order requires bonds, it will be specified in that Task Order.
Q18. I plan on using one subcontractor.
Please address this in your response to Question 2 on Exhibit G.
Q19. For Scope of Work line item E. what information is needed to qualify as a reply to task order?
Each Task Order will have its own specific instructions for replying/bidding.
Q20 For section 7.0 SELECTION PROCESS Line H number 2. What is a good example of a compelling work plan?
Explain what tools and resources you have at your disposal to quickly respond to Hall County’s needs when a Task Order or emergency call is issued to make the County your company’s top priority.
Q21. Could you give examples of the references you are seeking for this bid?
Please list entities you have done commercial HVAC work for such as municipalities/governments, private enterprises, etc. The County reserves the right to contact references as part of the selection process.
Q22. ARTICLE #122 - COUNTY PAYMENT TO CONTRACTOR SECTION B
INVOICE/PAYMENT NUMBER 1. It states, "invoice amounts shall not exceed the Contractor’s pricing set forth in Exhibit C – Cost Proposal Worksheet." Does this mean you want a comprehensive list of labor costs that cannot be given without visiting the site of work or knowing what is required from a task order?
No. The intent for this Article is to prevent contractors and vendors from unnecessarily and unfairly inflating costs. Please see response to Q5.
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