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Commercial HVAC System Upgrade Job Quotation

Quote a commercial HVAC upgrade with a clear breakdown of scope, equipment, and cost, so building owners can approve the job with confidence and move ahead fast.

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Commercial HVAC System Upgrade Job Quotation

Job Quotation
Cost Estimate
Prepared for Crestview Business Center, Suite 300 tenant improvement project. This quotation presents a complete sample estimate for removal of aging HVAC components and installation of a new energy-efficient split-system solution, associated ductwork modifications, controls integration, commissioning, and closeout.
Quote Reference
Quote Date
Expiry Date
Valid For
HVAC-Q-2026-0718
July 18, 2026
August 17, 2026
30 Days
Prepared by Northline Mechanical Contractors Ltd. for review by the client's facilities and project management team.

Quotation Header & Job Summary Information

Northline Mechanical Contractors Ltd. is pleased to submit this cost estimate for a commercial HVAC system upgrade at Crestview Business Center, 1450 West Harbor Avenue, Suite 300, Seattle, WA 98134. The objective of this work is to replace aging comfort-cooling equipment serving the office tenancy, improve air distribution, integrate new digital controls, and deliver a commissioned system ready for occupancy.
Provider Information
  • Contractor: Northline Mechanical Contractors Ltd.
  • Mechanical License No.: WA-MECH-482917
  • Estimator / Project Manager: Daniel Mercer
  • Phone: (206) 555-0148
  • Email: [email protected]
  • Address: 8420 Industrial Way S, Seattle, WA 98108
Client Information
  • Client: Crestview Property Services, on behalf of Crestview Business Center
  • Primary Contact: Melissa Grant, Facilities Manager
  • Phone: (206) 555-0196
  • Email: [email protected]
  • Site Address / Location of Work: 1450 West Harbor Avenue, Suite 300, Seattle, WA 98134
  • Building Use: Mid-sized commercial office fit-out for approximately 85 staff
Pricing basis: This estimate is based on normal weekday access, clear work areas, and one coordinated mobilization sequence with client-approved shutdown windows.
Job Description & Scope Overview
The proposed work includes safe isolation and removal of existing rooftop and indoor HVAC components serving the tenancy, supply and installation of new equipment sized for the current fit-out, targeted ductwork revisions to match the revised floor plan, controls tie-in, startup, testing, balancing coordination, and final handover documentation.

Detailed Scope of Work

  • Perform pre-start site verification, confirm existing unit serving areas, and coordinate shutdown window with building management.
  • Isolate electrical and mechanical connections to the existing HVAC equipment in the designated work area.
  • Remove and dispose of one existing 10-ton rooftop condensing unit and one matching indoor air handler serving Suite 300.
  • Supply and install one new 10-ton high-efficiency split-system heat pump package with matching indoor air handler and curb adaptation kit.
  • Provide refrigerant piping modifications, condensate drain reconnection, vibration isolation, and weatherproof roof penetrations as required for the replacement unit.
  • Modify approximately 180 linear feet of branch ductwork, transitions, and diffuser connections to suit the revised office fit-out and improve airflow distribution.
  • Install new programmable digital thermostat and integrate unit controls with the local building management interface point provided at the mechanical room panel.
  • Provide electrical disconnect replacement, low-voltage control wiring, startup assistance, and manufacturer-required commissioning procedures.
  • Coordinate third-party testing and air balance allowance for final system adjustment.
  • Complete debris removal, basic patching around disturbed access points, housekeeping, and turnover of equipment manuals and warranty documentation.
Exclusions
Exclusions
  • Structural roof reinforcement, structural engineering review, or curb replacement beyond the listed curb adaptation kit.
  • Asbestos, mold, or hazardous materials abatement if discovered during demolition.
  • Major electrical panel upgrades, new feeder installation, or utility service modifications beyond the listed disconnect and local connections.
  • Fire alarm, sprinkler, or smoke control modifications unless specifically required by inspection and approved as a variation.
  • After-hours, weekend, or tenant overtime work not listed in this quotation.
  • Painting, finished carpentry, ceiling grid replacement outside disturbed access zones, or architectural finish restoration beyond basic trade patching.
  • Permit fees imposed after submission, special inspection fees, or landlord review fees unless noted in writing.
  • Unexpected concealed site conditions including inaccessible duct runs, deteriorated supports, hidden water damage, or undocumented prior installations.
Important: Any work requested outside the listed scope, or any concealed condition affecting labor, access, code compliance, or material quantities, will be treated as a variation order and priced separately before proceeding.

Itemized Cost Breakdown

The following pricing is based on a single mobilization, standard weekday working hours, normal access to the roof and tenancy, and materials lead times available at the date of quotation.
Item / Description
Category
Quantity / Hours
Unit Rate ($)
Total ($)
Pre-start site measure, coordination, and safety planning
Labor
8 hrs
115.00
920.00
Demolition crew for removal of existing HVAC equipment and associated services
Labor
24 hrs
110.00
2,640.00
Lead HVAC mechanic - equipment installation and commissioning
Labor
40 hrs
128.00
5,120.00
HVAC installer / fitter - ductwork and refrigerant piping modifications
Labor
56 hrs
98.00
5,488.00
Subtotal



62,527.00
Sales Tax (10.1%)



6,315.23
Cost Notes
  • Pricing includes standard consumables, fasteners, lifting coordination, and normal protection of adjacent work areas.
  • Material pricing reflects supplier quotations available on July 18, 2026.
  • Taxes are shown separately for transparency and may be adjusted if jurisdictional rates change before award.
Commercial Clarifications
  • This estimate assumes one approved submittal cycle and one startup visit.
  • Any owner-requested resequencing, standby time, or return trips caused by site readiness issues may be chargeable.
  • Equipment lead time is estimated at 3 to 4 weeks from approved deposit and release to order.

Estimated Schedule & Execution Timeline

Item
Planned Detail
Estimated Start Date
August 12, 2026, subject to client approval, deposit receipt, and equipment release
Project Duration
8 working days on site, plus equipment procurement lead time
Work Hours per Day
7:00 AM to 3:30 PM, Monday through Friday
Access Requirement
Roof and tenancy access to remain available for the full installation window
Shutdown Coordination
One planned HVAC shutdown and switchover window to be coordinated 5 business days in advance
Major Execution Phases
Pre-Construction Review
Confirm site access, safety plan, equipment submittals, and shutdown sequence with the client and building management.
Equipment Delivery & Mobilization
Receive equipment, stage materials, protect work areas, and position access equipment and crane support.
Demolition & Rough-In
Remove existing units, disconnect services, complete curb adaptation, and revise piping and duct transitions.
Installation & Controls
Set new equipment, complete mechanical and electrical connections, and integrate thermostat and control wiring.
Startup, Commissioning & Handover
Perform startup, support balancing, verify operation, clean the site, and issue closeout documentation.
Payment Terms & Conditions
  • Payment Schedule: 30% deposit due upon acceptance to cover equipment release and material procurement; 40% progress payment due upon delivery of major equipment and completion of rough-in; 30% balance due upon substantial completion, startup, and client sign-off.
  • Accepted Payment Methods: Company check, ACH / EFT transfer, or bank wire. Credit card payments may be accepted by prior approval and may be subject to processing fees.
  • Quotation Validity: This quotation is valid for 30 calendar days from the quote date. Pricing may be revised after expiry to reflect labor availability, tax changes, or supplier escalation.
  • Variations: Any change to scope, quantity, access conditions, schedule, or code requirements requested by the client or required by discovered site conditions will be documented and priced through a written variation order before the additional work proceeds.
  • Unforeseen Conditions: Hidden damage, unsafe existing installations, hazardous materials, undocumented services, structural deficiencies, or other concealed conditions are excluded and may result in added cost and schedule adjustments.
Contractor Representative
Authorized representative of Northline Mechanical Contractors Ltd.
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Commercial HVAC System Upgrade Job Quotation Overview

HVAC upgrade jobs are easier to win when the client can see exactly what they are paying for. This job quotation template gives you ready sections for the scope of work, equipment and materials, labour, timeline, and total cost, so you quote the job instead of formatting a spreadsheet. Built as a reusable HVAC quotation template, it keeps every job quote consistent and easy to compare.

The quotation generates in your company's branding and adapts to each building and system you upgrade. Share one link the client opens on any device, and keep every quote filed by job, from the first estimate to the final walkthrough and inspection.

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How to Use This Template

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Customize Content

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Who Benefits From Commercial HVAC System Upgrade Job Quotation?

Contractors and facilities teams get the most from a quote that breaks down equipment, labour, and cost clearly.

HVAC Contractor

Send a quote that breaks down equipment and labour clearly, so the client trusts the number before work even starts.

Project Estimator

Build consistent quotes across jobs using the same structure, cutting the time spent formatting each new estimate from scratch.

Facilities Manager

Compare quotes from different contractors side by side, since each one follows the same clear scope and cost layout.

Building Owner

Review exactly what is being replaced and why, before approving the budget for a major HVAC upgrade project.

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Frequently Asked Questions

Everything you need to know about using this template

A commercial HVAC upgrade quotation should include the scope of work, the equipment and materials involved, labour costs, a project timeline, and the total price. Breaking the cost down by line item helps building owners see exactly what they are paying for before approving the job.
Yes. Generate the first draft from a short prompt, then use AI to rewrite, tighten, or restructure any section in seconds.
Open with the scope of work, break down equipment and labour costs, then close with the timeline and total price. A simple quotation like this gives building owners a clear number to approve without back-and-forth.
Fully. This quotation is editable end to end in the drag-and-drop editor, so you can add, remove, or reorder line items and reshape the layout to match how you usually present a job.
Yes. Add your own line items straight into this quotation template or ask AI to draft them, then drag them into the order you want.
Yes. Your logo, colours, and fonts are pulled from your website and applied automatically, so the quotation looks on-brand without any manual design.

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Start from a ready scope-and-cost layout and fill in only what matters, instead of emailing a spreadsheet back and forth.

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