What's the ROI on preventive maintenance?

Properly maintained HVAC equipment lasts 30–50% longer and runs 10–25% more efficiently. The contract usually pays for itself in avoided emergency calls and extended equipment life.

1-year or 3-year contract?

1-year is safer if it's a new vendor relationship. 3-year usually gets you better pricing and locks in rates. Make sure the contract has a clear exit clause for non-performance.

HVAC · RFP template

Annual HVAC Maintenance Contract RFP Template

Preventive maintenance contract — quarterly or biannual, with filter + repair allowance.

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Pre-filled scope + requirements

Tagged to /trades/hvac

3-phase timeline

When to use this template

You want predictable HVAC costs, fewer emergency calls, and proper warranty documentation. Best for buildings with multiple rooftop units, mid- to large-scale residential, and any property where downtime is costly.

Sample RFP title & summary

What auto-fills when you click “Use this template” — you can edit anything.

Title

Annual HVAC Preventive Maintenance Contract — [Property / Portfolio]

Summary

Looking for a 1- to 3-year preventive maintenance contract for [#] HVAC units across [#] properties. Includes quarterly maintenance visits, filter changes, and a repair allowance.

Scope of work

Scheduled maintenance (4x per year per unit unless otherwise specified):
- Coil cleaning (condenser + evaporator).
- Filter replacement (standard MERV [#] filters included; high-MERV upgrade as add-alt).
- Belt and bearing inspection / replacement.
- Refrigerant pressure check and top-up (R-410A / R-454B compatible).
- Electrical connection inspection and tightening.
- Drain pan and condensate line clearing.
- Thermostat / control calibration.
- Per-visit written report with findings and recommendations.

Annual:
- Combustion analysis (gas units).
- Comprehensive efficiency report.
- Reserve study input — equipment age and remaining useful life per unit.

Repair allowance:
- $[X] / year covers minor repairs and parts under $[Y] per occurrence.
- Larger repairs quoted separately for approval before work proceeds.

Emergency response:
- After-hours emergency call-out rate disclosed up front.
- Target response time: [X] hours.

Standard requirements

- $5M general liability insurance.
- WSIB clearance.
- TSSA or provincial equivalent for gas-fired equipment.
- Refrigerant handling certification.
- Technician certifications (red seal HVAC / refrigeration mechanic).
- Online reporting / customer portal preferred.

Suggested timeline

1
RFP open
21 days.
2
Shortlist + portfolio walk-through
Top 3 invited to tour and price.
3
Contract start
1- to 3-year term, mutually renewable.

Site access & logistics

PM provides roof / mechanical room access. Schedule visits at least 5 business days in advance. After-hours work coordinated as needed.

Questions every bidder should answer

Ask all bidders the same questions so you get apples-to-apples responses.

Per-unit annual rate (and any portfolio discount)?
What's included in the repair allowance? Cap per visit, cap per year?
Emergency response time and after-hours rate?
Do you have a customer portal for service records?
How do you document warranty work to keep manufacturer warranties intact?

Evaluation criteria

How you’ll weigh bids when you receive them.

1.Per-unit annual cost.
2.Repair allowance generosity and transparency.
3.Response time guarantees.
4.Reporting quality and portal access.
5.Portfolio experience.

Trades who match this work

Once you post, these are the kind of vendors who’ll see your RFP and express interest.

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Common questions

PMRFP is a vendor discovery and RFP visibility platform. We do not guarantee project availability, bid success, contract awards, property manager response, or revenue. Members are responsible for their own due diligence, qualifications, insurance, licensing, pricing, and agreements.