HVAC Scope of Work Checklist: Comfort, Controls, and Coordination (CSI 23 00 00)

Heating, Ventilation, and Air Conditioning (HVAC) is the trade that determines if the client is comfortable in their new home. It is also the trade that takes up the most physical space in the walls and ceilings.

Because HVAC ductwork is bulky, it conflicts with framing, plumbing, and electrical. Additionally, modern systems are increasingly complex, blurring the lines between “Mechanical” and “Electrical” work.

To prevent arguments between your “Tin Knocker” and your “Sparky,” use this HVAC Scope of Work Checklist (aligned with CSI Division 23).

The Standard Inclusions (The “Must Haves”)

Your HVAC bid needs to cover the full air distribution system:

• Equipment: Supply and install of Furnaces, Air Handlers, Condensers, and Heat Pumps per the mechanical schedule.
• Ductwork: Fabrication and installation of all supply and return trunks, branches, and boots.
• Line Sets: Running the copper refrigerant lines from the outdoor unit to the indoor coil (including insulation).
• Venting: Flue pipes for gas furnaces (PVC or Metal) through the roof or sidewall.
• Registers & Grilles: Supply and install of the floor vents and wall returns after painting.
• Bathroom Fans: Often an HVAC scope item (venting to the exterior), though sometimes handled by electricians. Define this.

The “Scope Gaps” (Where You Lose Money)

1. Low Voltage Wiring (The Thermostat Fight)

This is the #1 dispute on job sites.

• The Trap: The Electrician runs the 110V/220V power to the unit. The HVAC guy sets the unit. Nobody runs the thermostat wire.
• The Fix: Assign “All Low Voltage Control Wiring” (Thermostats, Zone Dampers, Outdoor Sensors) to the HVAC contractor. They know their equipment best.

2. Condensate Lines

Air conditioners produce water. It has to go somewhere.

• The Trap: The HVAC sub runs the drain line to the floor and leaves it. The Inspector fails you because it isn’t piped to a drain or a condensate pump.
• The Fix: Require the HVAC sub to “Terminate condensate lines to an approved location” (floor drain, exterior, or pump).

3. Roof and Wall Penetrations

• The Trap: The HVAC sub says, “I don’t cut holes; I just put pipes through them.” You are left drilling a 6-inch hole through brick or roofing.
• The Fix: Include “Cutting of all necessary penetrations” in the HVAC scope. (Note: Patching/Flashing usually stays with the Roofer/Sider to maintain warranties).

4. Temporary Heat

• The Trap: You need heat in the winter to dry the drywall. You turn on the new furnace. The drywall dust sucks into the system and voids the warranty.
• The Fix: Explicitly state if the “Permanent Equipment” can be used for temporary heat. If so, require the HVAC sub to “Change filters weekly and clean coils prior to turnover.”

The IAQ (Indoor Air Quality) Upsell

In the modern construction market, clients are increasingly concerned about health and wellness. Instead of just bidding “Standard Heat and AC,” your scope should request separate pricing for IAQ Upgrades.

Ask your HVAC sub to provide optional “Add-On” pricing for:

1. Whole-Home Humidification: Essential for protecting expensive hardwood floors and millwork from shrinking in the winter.
2. UV Air Purification: Systems like the iWave or REME HALO that kill bacteria and mold in the ductwork.
3. High-MERV Filtration: Upgrading from standard 1-inch filters to 4-inch pleated media filters.

By making these part of your standard bidding request, you transform yourself from a “Price Taker” into a “Solution Provider,” often increasing your project margin through high-value mechanical upgrades.

Interface Points (Coordination)

• vs. Electrician: The Electrician provides the “Disconnect Box” (the shut-off switch) near the outdoor unit. The HVAC contractor creates the “Whip” (the flexible connection) from the box to the unit.
• vs. Plumber: Who runs the gas line? Usually, the Plumber brings it to the unit with a shut-off valve; the HVAC sub makes the final connection into the furnace gas valve.
• vs. Framer: Who builds the “soffits” to hide the ducts? The Framer does the work, but the HVAC sub must coordinate the layout before the Framer leaves.

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Evaluating HVAC Bids with Bid Bench

Efficiency ratings (SEER) and equipment brands can drastically change the price of an HVAC bid.

Bid Bench helps you compare apples-to-apples:

1. Spec Check: Our AI extracts the brand (Carrier vs. Goodman) and the SEER rating (14 SEER vs. 20 SEER) so you spot quality differences immediately.
2. Inclusion Scan: It flags if “Duct Sealing/Testing” (often required by energy code) is included in the price.
3. Scope Gap Alert: It highlights if “Low Voltage Wiring” is listed in the Exclusions column.

Keep your project comfortable and compliant.
[Start your 30-day free trial of Bid Bench today.]