Pre-Bid Procedures

Pre-bid procedures establish the framework for competitive bidding on HVAC projects. These formalized processes ensure all prospective bidders receive identical information, understand project requirements, and submit compliant proposals that can be fairly evaluated.

Invitation to Bid (ITB)

The invitation to bid formally announces the project and solicits competitive proposals from qualified HVAC contractors.

ITB Content Requirements

The invitation must contain sufficient information for contractors to determine their interest and capability:

Project Identification

• Project name and complete physical address
• Owner identification and contact information
• Design professional contact information
• Project type and building occupancy classification
• Gross conditioned area and building height

Scope Overview

• HVAC system types (chilled water plant, VAV, DX split systems)
• Major equipment capacities and quantities
• Estimated total tonnage or heating capacity
• Controls system platform and extent
• Special systems (exhaust, kitchen hood, laboratory HVAC)

Schedule Information

• Bid document availability date
• Mandatory pre-bid meeting date, time, and location
• Site visit procedures and timing
• Question deadline for requests for information (RFI)
• Bid due date and time (often 2:00 PM local time)
• Anticipated project start date
• Required substantial completion date
• Contract duration

Bidder Qualification Requirements

• Minimum years of experience for HVAC projects
• Minimum completed project size and complexity
• License and bonding capacity requirements
• Insurance coverage minimums
• Safety record criteria (EMR threshold)

Procurement Process

• Bid delivery method (hard copy, electronic, or both)
• Number of copies required
• Bid opening procedures (public or private)
• Bid security type and amount
• Prevailing wage requirements if applicable

Distribution Methods

Open Bidding Public advertisement in newspapers, plan rooms, and online construction bid services. Commonly used for public sector projects subject to competitive bidding laws.

Invited Bidding Direct invitation to pre-selected contractors meeting specific qualification criteria. Common for private sector and design-build projects where owner seeks specific contractor capabilities.

Two-Stage Bidding Initial qualification phase followed by invitation to qualified bidders for pricing. Used for complex HVAC projects requiring specialized expertise or proprietary systems.

Bid Document Preparation

Complete and accurate bid documents are essential for obtaining competitive, compliant bids.

Document Completeness Verification

Prior to release, verify all documents are construction-ready:

Drawing Completeness

• All HVAC plan sheets present and sequenced
• Equipment schedules complete with model numbers, capacities
• Details and sections referenced on plans are included
• Coordination with architectural, structural, electrical, plumbing drawings
• No “not in contract” or “by others” notations without clarification
• Roof penetration locations coordinated with structural drawings
• Equipment pad locations match structural foundation plans

Specification Completeness

• Division 23 (HVAC) specifications match drawing requirements
• Equipment specifications contain performance requirements, not just model numbers
• Acceptable manufacturers listed (typically 3 minimum)
• Installation standards referenced (SMACNA, ASHRAE)
• Testing and balancing requirements specified
• Submittal requirements clearly defined
• Product data, shop drawings, and O&M manual requirements

Related Division Coordination

• Division 01: General requirements, submittals, project meetings, closeout
• Division 03: Equipment pads, housekeeping pads, curbs
• Division 04: Duct shaft construction, louver openings
• Division 05: Equipment supports, vibration isolation supports
• Division 06: Roof curbs, access panels
• Division 07: Duct penetration sealing, roof flashing
• Division 09: Ceiling coordination, access panel painting
• Division 26: Electrical power to equipment, motor starters, controls wiring
• Division 27: BAS/DDC integration, network infrastructure
• Division 28: Fire alarm integration for smoke management

Document Organization

Project Manual Structure

1. Invitation to bid
2. Instructions to bidders
3. Bid form and schedule of values
4. Bid bond form
5. Contract forms (AIA A101, ConsensusDocs)
6. Performance and payment bond forms
7. General conditions (AIA A201)
8. Supplementary conditions
9. Technical specifications (Divisions 01-33)

Drawing Set Organization

• Cover sheet with abbreviations and symbols
• Site plan showing utility connections
• Demolition plans (if renovation)
• HVAC floor plans
• Reflected ceiling plans (for terminal devices)
• Roof plans (for equipment placement)
• Equipment room plans and sections
• Riser diagrams (ductwork and piping)
• Control diagrams
• Details and sections
• Equipment schedules

Addendum Management Plan

Establish procedures for issuing addenda during bidding period:

Addendum Issuance

• Numbered sequentially (Addendum No. 1, 2, 3)
• Dated with issue date
• Distributed to all known plan holders simultaneously
• Posted to project website or plan room
• Issued minimum 72 hours before bid due date
• Contains clear description of changes with specification section and drawing references

Addendum Content

• Clarifications to specifications or drawings
• Answers to contractor RFIs
• Additional information from site investigation
• Changes to scope or requirements
• Schedule revisions
• Corrections to errors or omissions

Pre-Bid Meetings

Mandatory pre-bid meetings ensure all bidders receive identical information about project requirements and site conditions.

Meeting Logistics

Scheduling Schedule meeting date providing adequate time for bid preparation:

• Minimum 14 days before bid due date for simple projects
• 21-30 days before bid due date for complex projects
• Mid-week timing (Tuesday-Thursday) preferred
• Morning start time (9:00 or 10:00 AM) standard

Attendance Requirements

• Declare meeting mandatory in ITB
• Require sign-in sheet with company name, contact information
• Require attendance by estimator or project manager
• Only bidders attending meeting may submit bids
• Document no-shows and notify of ineligibility

Meeting Facility

• Adequate seating for expected attendance
• Projection capability for drawing review
• Audio system for large meetings
• Wi-Fi access for electronic plan review
• Adequate parking

Meeting Agenda and Content

Introduction (5 minutes)

• Owner introduction and project goals
• Design team introduction
• Construction manager introduction (if CM project)
• Sign-in sheet verification

Project Overview (10-15 minutes)

• Building program and occupancy
• Project delivery method
• Overall schedule and milestones
• Phasing requirements
• Occupied building constraints
• Owner move-in requirements

HVAC Scope Review (20-30 minutes)

• Central plant equipment and capacities
• Distribution system types and materials
• Terminal equipment and controls
• Ductwork construction and insulation requirements
• Piping systems and insulation requirements
• Testing, balancing, and commissioning requirements
• Energy code compliance (ASHRAE 90.1, IECC)
• Owner training requirements

Specification Clarifications (10-15 minutes)

• Equipment substitution procedures
• Approved manufacturers and “or equal” policy
• Submittal requirements and schedule
• Long-lead items requiring early submittal
• Warranty requirements
• Maintenance material requirements

Site Conditions Discussion (10-15 minutes)

• Existing conditions for renovation projects
• Asbestos or hazardous material locations
• Utility connection points and existing capacity
• Access limitations and restrictions
• Laydown and staging areas
• Material delivery constraints
• Construction hours and noise restrictions

Administrative Requirements (10 minutes)

• Bid security requirements
• Prevailing wage requirements if applicable
• MBE/WBE participation goals
• Local hire requirements
• Project labor agreement requirements
• Insurance and bonding requirements

Question and Answer Session (15-20 minutes)

• Open floor for clarification questions
• Answers recorded for addendum issuance
• Technical questions requiring research noted

Site Visit Coordination (5 minutes)

• Immediate site walk following meeting, or
• Scheduled site visit dates and times
• Check-in procedures and safety requirements
• Areas accessible for inspection

Meeting Documentation

Sign-In Sheet Record attendance with:

• Company name
• Attendee name and title
• Phone number
• Email address
• Signature

Meeting Minutes Document discussions:

• Attendance list
• Questions asked and answers provided
• Site condition observations
• Clarifications provided
• Action items for design team
• Addendum requirements identified

Distribute meeting minutes to all attendees and plan holders within 48 hours.

Site Visits and Existing Conditions Documentation

Site visits allow bidders to assess site conditions, access constraints, and project-specific challenges affecting HVAC installation.

Site Visit Organization

Escorted Group Visits Organize group site tours immediately following pre-bid meeting:

• Led by owner representative and design professional
• All bidders see identical conditions
• Questions answered publicly for all attendees
• Photographing and measuring permitted
• Typical duration: 45-60 minutes

Individual Scheduled Visits Allow additional individual visits for detailed investigation:

• Coordinate through owner representative
• Require 48-hour advance notice
• Limit visit duration (2 hours typical)
• Require sign-in and safety compliance
• Escort by owner representative if occupied building

Critical HVAC Site Information

Mechanical Room Conditions

• Clear dimensions and ceiling height
• Structural capacity for equipment loads
• Access door dimensions and path from delivery point
• Rigging points or overhead clearance for equipment installation
• Existing equipment to remain or be removed
• Utility connection locations (water, gas, electric, condensate drain)

Equipment Room Access

• Building access points (loading dock, doors, elevators)
• Corridor and door widths along equipment path
• Elevator dimensions and weight capacity
• Exterior access options for crane rigging
• Wall removal requirements for equipment installation

Vertical Shafts

• Shaft dimensions at each floor
• Obstructions or dimension changes
• Fire damper locations
• Access panel locations and sizes
• Existing penetrations and sleeves
• Shaft structural framing affecting ductwork routing

Ceiling Space Conditions

• Accessible ceiling type and mounting system
• Plenum depth available for ductwork and piping
• Existing ductwork and piping to remain
• Structural obstructions (beams, joists, bridging)
• Sprinkler piping locations
• Lighting and electrical conduit locations
• Telecommunications cable tray locations

Roof Conditions

• Roof construction type and load capacity
• Existing roof equipment and location options
• Roof access (ladder, stair, elevator)
• Roof screening or parapet heights
• Roofing warranty considerations
• Crane access and setup locations

Existing Systems for Renovation

• Existing equipment to remain operational during construction
• Existing ductwork and piping to be reused or removed
• Asbestos-containing insulation locations
• Systems requiring temporary shutdown procedures
• Phasing to maintain building operation

Utility Services

• Electric service location, voltage, available capacity
• Natural gas service location, pressure, capacity
• Water service location, size, pressure
• Sanitary or storm drain for condensate
• Site utility routes to building connection point

Site Documentation

Bidders should document conditions through:

• Photographs of mechanical rooms and access routes
• Measurements of critical dimensions
• Existing equipment nameplate data
• Existing ductwork and piping sizes
• Structural clearances and constraints

Design professional should provide:

• Record drawings of existing systems if available
• Asbestos survey reports
• Geotechnical reports for equipment pad design
• Utility company coordination letters

Request for Information (RFI) Process

The pre-bid RFI process allows bidders to request clarifications on documents, identify conflicts, and propose alternate materials or methods.

RFI Submittal Procedures

Submittal Format Require standardized RFI format:

• Sequential numbering (RFI-001, RFI-002)
• Project name and bid due date
• Submittal date
• Requesting contractor name and contact
• Specification section or drawing reference
• Clear question or issue description
• Proposed resolution if suggesting change

Submittal Deadline Establish deadline allowing adequate response time:

• Minimum 7 days before bid due date
• 10 days preferable for complex projects
• Allows time for design team review, coordination, addendum preparation
• Late RFIs may not be answered before bid due

Submittal Method

• Email to designated address
• Submit to owner’s project management system if established
• Include relevant drawing or specification excerpts
• Attach photographs if documenting site condition

RFI Categories

Clarification Requests Questions seeking understanding of design intent:

• Equipment performance requirements interpretation
• Construction method requirements
• Material specification interpretation
• Submittal and testing requirements

Conflict Identification Discrepancies requiring resolution:

• Drawing to specification conflicts
• Conflicts between HVAC and other trade drawings
• Equipment schedules conflicting with plan notations
• Specification sections with contradictory requirements

Substitution Requests Proposals for alternate materials or equipment:

• Manufacturer not listed in specifications
• Alternate construction method
• Alternate material meeting performance requirements
• Value engineering proposals

Missing Information Incomplete documents requiring completion:

• Equipment not shown or scheduled
• Details referenced but not included
• Performance requirements not specified
• Connection points not dimensioned

RFI Response Procedures

Review and Response Design professional reviews and prepares response:

• Coordinate with owner on scope or budget implications
• Research background and design intent
• Determine if drawing or specification revision required
• Prepare clear, unambiguous response
• Identify addendum requirement if affecting all bidders

Response Distribution

• Issue response to requesting contractor
• Evaluate if information benefits all bidders
• Issue addendum if clarification is universally applicable
• Distribute addendum to all plan holders
• Post to project website or plan room

Response Time

• Target 48-72 hour response for simple clarifications
• 5-7 days for complex issues requiring coordination
• Late RFIs may extend beyond bid date

Response Content Clear answers addressing the specific question:

• “Yes” or “No” for direct questions
• Reference to specific drawing detail or specification paragraph
• Revised drawing or specification language if required
• “No change” if existing documents are clear and sufficient

Bid Security Requirements

Bid security protects the owner from contractors withdrawing bids or refusing to execute contracts after award.

Bid Bond Requirements

Bid Bond Amount Typical requirements:

• 5% of total bid amount (most common)
• 10% for large or complex projects
• Fixed dollar amount ($50,000-$500,000) for some public projects

Bid Bond Format

• AIA Document A310 Bid Bond standard form
• Must be issued by surety authorized in project jurisdiction
• Must name project owner as obligee
• Must reference specific project
• Must be signed by attorney-in-fact with power of attorney attached
• Must be submitted with bid (not after)

Acceptable Sureties

• Surety companies listed on Treasury Department T-List
• A.M. Best rating of “A-” or better
• State-specific approved surety lists for public projects

Alternate Bid Security Forms

Certified Check

• Check drawn on solvent bank
• Made payable to project owner
• Certified by bank as guaranteed funds
• Same percentage as bid bond requirement

Cashier’s Check

• Issued by bank as bank’s own obligation
• Made payable to project owner
• Same percentage as bid bond requirement

Letter of Credit

• Irrevocable letter of credit from bank
• Owner as beneficiary
• Unconditional payment upon demand
• Less common due to cost and bank requirements

Bid Security Return and Forfeiture

Return of Security

• Unsuccessful bidders: within 30 days of bid opening
• Successful bidder: upon contract execution and performance bond submittal
• Withdrawn bids: returned if withdrawal before bid due time

Forfeiture Conditions Bid security forfeited if:

• Successful bidder refuses to execute contract
• Successful bidder fails to provide performance and payment bonds
• Successful bidder fails to provide required insurance certificates
• Withdrawal of bid after opening without owner consent

Forfeiture Amount

• Full bid security amount, or
• Difference between low bid and next acceptable bid, whichever is less
• Compensates owner for cost of awarding to higher bidder

Contractor Prequalification

Prequalification ensures only capable contractors submit bids, reducing risk of contractor default and improving bid quality.

Prequalification Criteria

Experience Requirements

Minimum relevant experience:

• Years in business performing HVAC construction (5-10 years typical)
• Minimum number of similar projects completed (3-5 projects)
• Maximum project size completed (equal to or greater than bid project)
• Specific system experience (chilled water plants, VAV systems, clean room HVAC)
• Geographic experience in project jurisdiction

Financial Capacity

Financial strength to complete project:

• Bonding capacity exceeding project cost by 2-3x
• Working capital sufficient for project financing
• Line of credit for cash flow management
• Dun & Bradstreet rating threshold
• Recent audited financial statements
• Bank reference letters

Safety Record

Documented safety performance:

• Experience Modification Rate (EMR) below 1.0 (0.9 or lower preferred)
• OSHA recordable incident rate below industry average
• OSHA citations and violations history
• Safety program documentation
• Drug testing program
• Toolbox talk and safety meeting procedures

Quality Management

Quality control capabilities:

• Quality control manager and procedures
• Submittal management process
• Inspection and testing procedures
• Warranty administration
• Project management software and systems

Licensing and Certifications

Required credentials:

• State mechanical contractor license
• Local business license
• Trade certifications (NATE, sheet metal journeyman)
• Low-voltage electrical license for controls
• Refrigerant handling certifications (EPA Section 608)
• LEED AP credential if required for project

Prequalification Submittal Requirements

Company Information

• Legal business name and DBA
• Business structure (corporation, LLC, partnership)
• Federal tax ID number
• State contractor license number and expiration
• Years in business
• Number of employees
• Key personnel resumes

Project Experience For 5-10 similar projects:

• Project name and location
• Owner name and contact information
• Contract value
• Completion date
• Brief scope description
• Problems encountered and resolution

Financial Information

• Bonding capacity letter from surety
• Current backlog of work under contract
• Available bonding capacity
• Bank reference letters
• D&B report authorization

Safety Information

• EMR for past 3 years
• OSHA 300 logs for past 3 years
• Safety program manual
• Safety director name and qualifications

References Provide contact information for:

• Past project owners (3-5)
• Design professionals on past projects
• Subcontractors and suppliers
• Surety company
• Bank

Prequalification Evaluation

Scoring Matrix

Establish weighted criteria:

Evaluation Process

1. Verify completeness of prequalification package
2. Check licenses and certifications current
3. Contact references and document responses
4. Score each criterion per evaluation matrix
5. Calculate total weighted score
6. Rank contractors by total score
7. Select top contractors for bid invitation
8. Notify approved and rejected contractors

Approved Contractor List

• Establish minimum score for approval (typically 70-80 points)
• Approve sufficient contractors to ensure competition (5-7 minimum)
• Document approval decision and basis
• Issue invitation to bid to approved contractors only

Disadvantaged Business Enterprise (DBE) Requirements

For projects with DBE participation requirements:

Goal Setting

• Establish MBE/WBE participation percentage goals
• Base goals on project scope and available certified firms
• Specify if goals apply to prime contract or total project value

Certification Verification

• Specify acceptable certifying agencies
• Require submission of current certification documentation
• Verify certification status with agency

Good Faith Efforts Require documentation of efforts to meet goals:

• Solicitations sent to DBE firms
• Advertisement in minority-focused publications
• Attendance at pre-bid meeting by DBE firms
• Scope division to enable DBE participation
• Technical assistance provided to DBE firms

Reporting Requirements

• DBE participation plan with bid submission
• Identification of DBE subcontractors and scope
• Monthly DBE payment reporting during construction

Pre-Bid Schedule

Typical timeline for comprehensive pre-bid process:

Adjust timeline based on project complexity and bid document volume.

Best Practices

Document Quality

• Complete third-party drawing review before bid issuance
• Specifications consistent with drawings
• Equipment schedules complete and accurate
• No “TBD” or “verify in field” notations

Communication

• Single point of contact for questions
• Prompt RFI responses
• Equal information distribution to all bidders
• Document all communications

Site Access

• Adequate time for thorough site investigation
• Flexible scheduling for individual visits
• Safety briefing and PPE requirements clear
• Escort provided for occupied buildings

Timeline Management

• Adequate time between pre-bid meeting and bid due
• RFI deadline allowing response time
• No addenda within 72 hours of bid due
• Bid due date avoiding holidays

Transparency

• Evaluation criteria published in advance
• Prequalification scoring methodology disclosed
• Addenda distributed to all plan holders
• Public bid opening for public projects

Thorough pre-bid procedures establish the foundation for competitive bidding, minimize post-bid disputes, and ensure qualified contractors submit informed, accurate bids for successful HVAC project delivery.