Tips for Awarding Mechanical Scope of Work

1. HVAC Controls – Define the Responsibility Clearly

• Confirm the exact controls package being purchased (Johnson, Siemens, Honeywell, etc.)

• Confirm electrician has all conduit requirements.

• Confirm electrician has all transformers required if they are not included with the HVAC controls.

• Confirm integration requirements with existing Building Automation Systems (BAS).

• Owner training and post-occupancy support.

• Confirm who is responsible for providing network drops and IT coordination if controls tie into an owner’s enterprise system.

2. Electrical Circuits - Mechanical equipment is only as good as the power feeding it. Misalignment between mechanical and electrical scopes is a common source of change orders.

• Confirm electrical contractor has circuits for HVAC equipment.

• Confirm who is furnishing and installing disconnects, starters, VFDs, and motor protection are clearly assigned.

• Confirm interlocks between fire alarm and HVAC shutdown are defined.

Pro Tip: Require a coordinated equipment schedule showing voltage, phase, MCA, and MOCP for every piece of equipment prior to award.

3. Commissioning – Many teams assume commissioning simply means TAB (Test and Balance). On higher-end or institutional projects, that assumption can cost six figures. If the project is healthcare or mission-critical, commissioning may require multiple site visits and extended documentation. Confirm:

• Whether third-party commissioning is required.

• Functional performance testing requirements.

• Pre-functional checklists.

• Owner training documentation.

4. Factory-Installed Accessories – Mechanical equipment often comes with optional factory-installed components. Clarify in writing who is providing the following accessories:

• Variable Frequency Drives (VFDs) – factory installed or field supplied?

• Control boards and sensors.

• Economizers.

• Dampers and actuators.

• Seismic restraints.

• Roof curbs.

• Smoke detectors at units.

5. Exhaust Systems – Exhaust scope is frequently incomplete in bid documents. Confirm inclusion of:

• Kitchen hood exhaust systems.

• Bathroom exhaust fans.

• Dryer vents.

• Fireplace venting.

• Trash chute exhaust systems.

• Elevator shaft pressurization (if required).

• Parking garage exhaust and CO monitoring.

6. Insulation - Confirm the contract documents clearly identify all insulation requirements and that your HVAC contractor has them. Mechanical scope should clearly define:

• Duct insulation (thickness and type).

• Pipe insulation.

• Condensation protection.

• Vapor barriers.

• Heat tracing (if applicable).

7. Temporary Conditions - Confirm if any of the following temporary conditions are needed that they HVAC contractor has them:

• Temporary heating or cooling.

• Temporary exhaust.

• Dehumidification.

• Temporary filters for air handlers during construction

Final Thought

Awarding mechanical scope is not just about price — it’s about clarity. The best way to protect your project is to:

• Level bids line-by-line.

• Issue detailed scope sheets.

• Hold pre-award interviews.

• Require written clarifications.

Mechanical systems are the heartbeat of any building. If you define the scope properly upfront, you reduce risk, protect margin, and deliver a smoother turnover to the client.