Guide
Getting Commercial HVAC Replacement Bids in Utah
HVAC bids can look similar until you read what's included. Crane work, curb adapters, controls and electrical changes often decide the real price, so ask each contractor to list them.
What to give HVAC contractors
- Number of units, with the model and tonnage from each nameplate if you can get them
- Equipment age and fuel type
- Replacement, repair or new installation
- Whether the ductwork stays or changes
- Rooftop or ground access, and any limits on crane placement
- When the space is occupied, and how much downtime tenants can accept
How to compare the bids
- Make, model and efficiency of the proposed equipment
- Sizing basis: like for like, or a load calculation
- Crane, permits, curb adapters, electrical and controls, each listed
- Removal and disposal of old equipment, including refrigerant recovery
- Equipment and labor warranties, kept separate
- Lead times, and what happens to the schedule if equipment arrives late
Timing
Utah's cold winters and hot summers both put pressure on replacement schedules. Spring and fall usually cause the least disruption, so ask early if you can. If a unit has already failed, ask for temporary heating or cooling options as a separate price.
Before you award the job
- License. Look the contractor up with the Utah Division of Professional Licensing, and confirm that the license is active and covers this trade.
- Insurance. Ask for a current certificate showing general liability and workers' compensation, and ask to be named as an additional insured where your lender or policy requires it.
- Lien waivers. Agree up front that a waiver comes with each payment, including waivers from subcontractors and suppliers on larger jobs.
Getting the bids with BidCraft
Describe the job at BidCraft's quote request page and give an email for receiving bids. BidCraft looks for local contractors, shows you who it plans to contact and sends you a link. Nothing goes out until you click it. Then BidCraft asks up to five contractors for quotes on your behalf, and you track the responses on one page.
Contractors see the job description, your city and any company or property name you choose to give, but not your email. BidCraft finds many contractors through public listings and doesn't verify their licenses or insurance, so check those before you award the work.
Frequently asked questions
Should I replace all rooftop units at once?
Replacing them together can reduce crane and mobilization costs, but it costs more up front. Ask contractors to price all at once and in phases.
Do I need a load calculation?
If the use of the space has changed, or the existing system has never performed well, it's worth asking for one instead of simply matching the old size.