Most condo HVAC RFPs get three quotes back with a $30k+ spread and no honest way to compare them. This template gives you 12 non-negotiable clauses that force every bidder to disclose the same information — and a scoring rubric that makes the comparison objective.
Why most HVAC RFPs fail the board
The most expensive mistake a property manager makes during RFP season isn't choosing the wrong contractor — it's writing an RFP that lets contractors compete on different things. Contractor A quotes a base rate that excludes emergency dispatch. Contractor B includes emergency dispatch but excludes water treatment. Contractor C includes both but excludes controls calibration. On paper, A looks cheapest. In practice, A costs the most.
Every one of the following 12 clauses forces every bidder to disclose the same items in the same format. Copy them directly into your next RFP.
Flat-rate scope of work
Require each contractor to state, in dollars per unit per month, the all-inclusive flat-rate covering preventive maintenance, emergency dispatch, water treatment, controls calibration, filter media, and TSSA inspection coordination.
Emergency response SLA
Force a written commitment to on-site response time — separate from labour rate. A contract without a response-time SLA is a contract that cannot be enforced.
After-hours labour rate disclosure
Even for included emergency dispatch, force disclosure of any surcharge structure. This exposes the "included but surcharged" trap.
Explicit exclusions list
Every contract has exclusions. Force them to be listed on one page.
Refrigerant and parts markup
Contractors typically mark up parts 25–45%. Some negotiate this down to 15–20% for contract clients. Force the number to be quoted.
Change order process
Every additional work item outside Base Fee should require a written pre-approval process with unit pricing schedule.
5-year capital plan delivery
Contract should include annual condition assessment of major equipment, with a written 5-year capital replacement plan delivered to the board every January.
Quarterly compliance reporting
Instead of a stack of invoice PDFs, the contract should require a single consolidated compliance report.
Key personnel commitment
Force the contractor to name the specific lead engineer assigned to your building — and require notice if that person leaves or is reassigned.
Insurance requirements
Minimum $5M general liability, $2M automobile, $2M professional liability. Force a Certificate of Insurance with the bid.
Reference & certification requirements
Force TSSA registration verification, minimum 3 comparable references, and ACMO membership (signals condo expertise).
Termination clauses
Two-to-three year term with 90-day termination-for-cause and 60-day termination-for-convenience protects the board without spooking the contractor.
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Send Bids for Review →The scoring rubric that makes bids objective
Once you have three or more bids answering the same 12 clauses, score them on this weighted rubric. Present the scored comparison to the board — it removes emotion and lets the numbers speak.
| Scoring Category | Weight |
|---|---|
| Total realistic annual cost (Base Fee + expected change orders) | 40% |
| Scope completeness (exclusion count, inverse-scored) | 25% |
| Response-time SLA + reference quality | 20% |
| Capital planning & compliance reporting quality | 15% |
Never award based solely on lowest monthly fee. The true cost is what you'll actually spend — Base Fee plus exclusions plus emergency delta plus change orders. A contractor with a 15% higher Base Fee and zero exclusions almost always costs less in total than a lowest-bidder contract with 40% of items excluded.
Red flags to reject immediately
- Refuses to state after-hours rates in writing. They know the surcharge is the profit.
- Bid missing more than 3 of the 12 clauses above. They're either sloppy or hiding something. Both are disqualifying.
- Cannot produce TSSA registration number. Illegal to operate on boilers/pressure vessels in Ontario without it.
- No condo references or all references from the same year. Signals a new operator or a churn problem.
- Requires 5-year+ minimum term with no break clause. Locks you into their pricing without leverage.
- Base Fee more than 40% below middle-of-market benchmarks. Almost certainly hiding change-order strategy.
Frequently Asked Questions
What should a commercial HVAC RFP include?
Every commercial HVAC RFP should force disclosure on 12 items: flat-rate scope, after-hours emergency rates, water treatment, refrigerant top-ups, controls calibration, TSSA coordination, capital plan delivery, exclusions list, response-time SLAs, insurance certificates, key personnel, and termination clauses.
How should property managers score competing HVAC bids?
Use a weighted scoring rubric — 40% total realistic annual cost, 25% scope completeness, 20% response-time SLA and reference quality, 15% capital planning delivery. Never award solely on lowest monthly fee.
How long should an HVAC contract term be?
Two to three years with a 90-day termination-for-cause clause. Shorter than 2 years, contractors won't invest in your systems. Longer than 3 years without break clauses, you lose leverage.
What insurance should an HVAC contractor carry?
Minimum $5M general liability, $2M automobile, $2M professional liability, and WSIB coverage. For refrigerant and pressure vessel work, TSSA registration is mandatory under O. Reg. 220/01.