Rooftop Unit (RTU) Replacement RFP Template
Like-for-like or upgraded RTU replacement, including crane and curb work.
An existing rooftop HVAC unit is 15+ years old, repair frequency is rising, or you're planning a proactive replacement before failure. Works for single-unit or bulk replacement across a portfolio.
Sample RFP title & summary
What auto-fills when you click “Use this template” — you can edit anything.
Rooftop HVAC Unit Replacement — [#] units at [Property]
Replace [#] existing [tonnage] ton rooftop units at our [property type]. Looking for like-for-like or upgrade options (high-efficiency) with full crane, curb, and controls integration.
Scope of work
Scope of work: - Disconnect, decommission, and dispose of [#] existing rooftop units ([tonnage] tons each). - Supply and install new rooftop units of equivalent or upgraded capacity and efficiency (vendor to recommend). - Curb adapters as required for new units to mate to existing curbs. - Crane lift and rigging. - Electrical re-connection, gas re-connection (where applicable), condensate management. - Controls integration with existing thermostats or BAS (specify what we have). - Commissioning, start-up, and 1-year labour warranty. - All permits and inspections. Add-alternates (price separately): - High-efficiency unit upgrade (specify SEER/IEER targets). - BAS integration if not currently connected. - Economizer / CO2 sensor add-ons.
Standard requirements
- $5M general liability insurance, owner named as additional insured. - WSIB clearance. - TSSA certification (Ontario) or provincial equivalent for gas-fired equipment. - Crane operator certified and insured. - Refrigerant handling certification (Canada CARO / ODP-compliant). - Manufacturer authorized installer (specify which manufacturers you carry). - Three references for RTU replacement projects in the last 18 months.
Suggested timeline
- 1
RFP open
21 days for trades to express interest.
- 2
Shortlist + site walks
Top 3 visit site to confirm scope.
- 3
Award
Within 1 week of site walks.
- 4
Equipment lead time
Typically 4–10 weeks depending on unit availability.
- 5
Installation
1–2 days per unit (single day for like-for-like).
Site access & logistics
Roof access via stairwell + hatch. Crane staging requires coordination with parking lot (and possibly a city street permit). Work hours 7am–6pm weekdays.
Questions every bidder should answer
Ask all bidders the same questions so you get apples-to-apples responses.
- Which manufacturer(s) are you proposing and why?
- Like-for-like vs. high-efficiency upgrade — cost difference and ROI estimate?
- What's the equipment lead time once we award?
- Is the existing curb compatible or do we need adapters?
- What's included in commissioning and start-up?
- Labour and parts warranty terms?
Evaluation criteria
How you’ll weigh bids when you receive them.
- 1.Total installed cost.
- 2.Equipment quality, efficiency, and warranty.
- 3.Lead time and ability to meet our target install window.
- 4.Experience with our building type and BAS (if applicable).
How much does commercial HVAC replacement cost in Canada
Read what a typical hvac job runs in Canada before you post — so you know the budget range to expect.
Trades who match this work
Once you post, these are the kind of vendors who’ll see your RFP and express interest.
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.
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