Commercial HVAC RFP playbook for project managers

Definition — what a strong HVAC RFP does

A strong RFP states the building type, existing conditions survey expectations, basis of design, include/exclude lists, work rules for occupied buildings, commissioning requirements, and how you will score proposals. Price-only RFPs reward incomplete scopes and surprise change orders.

Recommended RFP sections

1. 1. Project overview

   Site, building type, occupied vs vacant, schedule milestones, bid due date.

2. 2. Existing conditions

   Survey requirements, as-builts, known deficiencies, access constraints.

3. 3. Basis of design

   Loads, ventilation, redundancy, controls intent, design temperatures.

4. 4. Scope of work

   Include / exclude lists, interfaces with electrical / controls / GC.

5. 5. Codes & permits

   Title 24 path, local AHJ, inspection responsibilities.

6. 6. Commissioning

   Startup, TAB, functional tests, documentation.

7. 7. Safety & work rules

   Occupied building rules, badging, quiet hours, roof safety.

8. 8. Commercial terms

   Insurance, warranty, retainage, change-order process, SLAs.

9. 9. Proposal format

   Price breakdown, lead times, exclusions, alternate bids.

10. 10. Evaluation criteria

    Publish the scoring rubric — price should not be the only column.

Scoring rubric (publish it)

Example weights — adjust to your risk profile, but publish something:

• Technical approach & basis of design clarity — 25%
• Relevant project evidence (similar building type) — 20%
• Licensing, insurance, safety program — 15%
• Schedule / lead-time realism — 15%
• Commissioning & documentation plan — 10%
• Price (complete scope only) — 15%

Red flags in proposals

• No CSLB number on the proposal
• Refuses to list exclusions
• Copy-paste tonnage with no basis of design
• Claims certifications they cannot show
• No commissioning or startup plan
• Unrealistic lead times with no OEM quotes

California / local licensing notes

Require an active CSLB license appropriate to the work, current insurance certificates, and EPA Section 608 refrigerant certification on the installing crew. Precision Heating & Cooling operates under CSLB #1056688 and is a Bryant Authorized Dealer serving San Jose, Santa Clara, Sunnyvale, Cupertino, Los Gatos, Palo Alto, Hanford, and Clovis.

For server rooms and edge / small data halls, require written package splits (mechanical vs electrical vs IT vs fire). Do not accept hyperscale or Uptime Tier claims from light-commercial vendors without evidence.

HowTo — draft your RFP in five steps

1. 1Pick the building-type page that matches your project and copy the must-have checklist.
2. 2Fill the universal RFP sections with site-specific facts (address, schedule, occupied rules).
3. 3Attach as-builts / photos / lease demarcation exhibits when available.
4. 4Publish scoring criteria and require exclusions lists from every bidder.
5. 5Shortlist local licensed providers and schedule clarification calls before award.