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HVAC replacement bid and equipment comparison checklist

An apples-to-apples HVAC replacement proposal checklist for equipment capacity and efficiency, load-calculation basis, ducts, electrical work, refrigerant lines, condensate, controls, permits, removal, commissioning, warranties, rebates, schedule, and payment terms before contractor selection.

6 items to check

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Every proposal uses the same home conditions and design basis

Critical item

Bids should address the same conditioned area, envelope, climate, occupancy, comfort goals, zoning, and existing-system limitations.

Outdoor, indoor, coil, furnace or air handler, and controls form an approved match

Critical item

Equipment combinations and ratings should be documented for the exact system and climate application.

Duct evaluation, leakage, airflow, filtration, and room delivery are included

Critical item

The proposal should state how existing ducts and room airflow will be assessed and corrected.

Electrical, refrigerant, drain, venting, supports, permits, and removal are explicit

Critical item

All connected work should be assigned and priced rather than left as owner surprises.

Startup and commissioning deliverables are written into the proposal

Critical item

The contractor should measure and document installed performance rather than only verify that equipment turns on.

Warranty, maintenance, rebates, financing, schedule, and payment milestones are comparable

The owner should understand total cost and obligations after normalized scope.

Use after receiving written HVAC proposals and before selecting a contractor. ENERGY STAR guidance emphasizes right-sizing, airflow, refrigerant charge, and duct evaluation rather than rule-of-thumb replacement. Do not open energized equipment, handle refrigerant, defeat safety controls, or enter unsafe attics or crawlspaces. Require licensed or qualified HVAC and electrical work where applicable.

Reference standards

  • Approved HVAC design, adopted state and local mechanical and electrical code, permit and inspection conditions, utility or rebate requirements, signed scope, and exact equipment, refrigerant, duct, condensate, control, and accessory manufacturer instructions
  • ENERGY STAR HVAC Quality Installation homeowner guidance and bid-comparison resources
  • DOE and manufacturer heat-pump selection and commissioning guidance

    • Tools

  • Written proposals, load calculation, equipment selections, duct and control plans, permit, and approved changes
  • Equipment data, commissioning forms, airflow and static-pressure records, refrigerant records, and electrical test documentation
  • Camera, thermometer, owner-safe observations, and qualified trade instruments used by competent personnel

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