HVAC Maintenance Services Bid Checklist (Printable)

Before you decide to bid

Get the equipment list: units, make, model, tonnage and location
Note the preventive maintenance visits per year and what each must include
Check emergency response time and after-hours coverage
Walk the buildings if a site visit is offered; check equipment age and condition
Check which licenses your techs need (state HVAC license, EPA refrigerant certification)

Documents to gather

Mechanical or HVAC contractor license as the state requires
Certificate of insurance at the limits stated
W-9 and vendor registration with the buyer
References from similar maintenance contracts
Technician certifications, if the bid asks for them
Signed bid forms and addendum acknowledgments

Pricing

Price preventive maintenance per visit or per year, as the sheet asks
Give hourly repair rates (regular and overtime) and parts markup if asked
Include filters, belts and refrigerant only where the scope says you supply them
Check whether prevailing wage applies to repair work

Submit

Use the exact bid form or price sheet the buyer gave; don't retype it
Sign every form that asks for a signature, by someone allowed to bind the company
Acknowledge every addendum on the form the solicitation names
Match the submission method: sealed envelope, e-bid portal or email, as the IFB says
Label a sealed envelope exactly as instructed (bid number, title, due date)
Deliver or upload before the deadline; late bids are usually rejected unopened
Keep a full copy of everything you submitted

After the opening

Attend or check the public bid opening, or ask for the bid tabulation
Note the winning price and winner for your next bid
If you win, have insurance certificates and bonds ready within the deadline the award letter gives

A general checklist of what public buyers commonly ask for. The solicitation and its addenda are the rules for each bid: follow them where they differ.

HVAC Maintenance Services Bid Checklist

Before you decide to bid

Documents to gather

Pricing

Submit

After the opening

Now find a HVAC bid to use it on