Annual HVAC Maintenance Contract RFP 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.

Annual HVAC Preventive Maintenance Contract — [Property / Portfolio]

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.

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.

- $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.

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.

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

• 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?

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