A proposal should describe a complete, verifiable result.
New-construction and light-commercial HVAC projects touch the building plans, structure, electrical service, gas, roof, drains, controls, ventilation, finishes, permits, and schedule. A proposal can look complete while quietly assigning important work to the owner, builder, landlord, tenant, or another trade.
Use the following ten sections to compare proposals line by line. When an item does not apply, the clearest answer is still a written exclusion rather than an assumption.
1. Identify the building and its approved use
The proposal should name the address, project type, plan revision, square footage, occupancy or business use, operating schedule, and the party contracting for the work. A system for a residence, office, salon, church, retail suite, or shop is not designed from the same assumptions.
2. Assign design responsibility
State who provides the residential load calculation, equipment selection, duct design, ventilation information, commercial load method, controls narrative, equipment schedule, permit documents, and any engineered or sealed plans required by the project. The HVAC contractor should not be assumed to provide services that are not written into the scope.
3. Name the exact equipment
List the manufacturer, model numbers or approved basis of design, capacity, efficiency, heating type, voltage, phase, blower performance, controls, filtration, accessories, and approved matched-system information. A proposal that only says “five-ton unit” leaves too much unresolved.
4. Define ductwork, air distribution, and ventilation
Describe supply and return systems, plenums, transitions, fittings, grilles, registers, dampers, sealing, insulation, supports, access, testing, balancing, outdoor air, exhaust, relief, makeup air, filtration, and humidity scope. Note clearly what is new, reused, modified, or excluded.
5. Separate the other trades
Assign electrical service and disconnects, gas piping, condensate routes, roof curbs or adapters, crane work, structural support, flashing, roofing, fire alarm connections, ceiling work, painting, access panels, equipment pads, and demolition. Written responsibility prevents gaps and duplicate pricing.
6. Address permits and inspections
Identify the mechanical, electrical, gas, building, fire, health, or occupancy permits and inspections that apply, who obtains them, who pays the fees, and what happens if an inspector requires a change outside the documented scope.
7. Put the schedule and delay rules in writing
Show expected equipment lead time, rough-in, inspections, equipment set, trim, startup, balancing, punch-list, and turnover milestones. Explain site-readiness requirements, weather and crane limits, storage, working hours, business downtime, remobilization, and delays caused by revisions or other trades.
8. Require startup and verification
The proposal should state what will be measured or confirmed: voltage, controls, heating and cooling operation, refrigerant data, temperature change, airflow, static pressure, condensate drainage, combustion, outdoor air, economizer operation, zoning, sound, and balancing when included. Installation is not complete merely because the equipment turns on.
9. Clarify warranty, turnover, and maintenance
List manufacturer registration, parts and labor terms, controls and duct warranties, curb or roof responsibilities, exclusions, maintenance requirements, startup documents, balancing report when included, model and serial information, filter sizes, owner training, and the party responsible for future service.
10. Make allowances and exclusions easy to find
The proposal should show the total price, deposit and progress payments, allowances, taxes, change-order triggers, concealed-condition rules, plan-revision treatment, cancellation terms, and every material exclusion. A lower number is not necessarily a lower total project cost when required work is missing.
Questions to resolve before signing.
- Which drawing set and building use does this price assume?
- Who owns each calculation, plan, permit, and inspection?
- Which exact equipment and controls are included?
- What duct, ventilation, exhaust, and balancing work is included?
- Which costs belong to the roofer, electrician, plumber, or GC?
- What must be ready before each HVAC phase can begin?
- Which measurements prove the system is ready for turnover?
- What can change the price or completion date?
The best proposal makes the final result, responsibilities, testing, price, and exclusions understandable before the first rough-in begins.
Bring Air Valentine into the project early.
Early review gives the team time to resolve equipment space, duct routes, returns, roof openings, power, gas, drains, controls, access, and finish locations while they are still practical to change. Air Valentine reviews qualifying projects against current license, insurance, staffing, schedule, equipment capacity, and technical scope before accepting the work.